Adding Team Members

If someone else helps you run the center — a receptionist, an accountant, an office manager — give them their own login instead of sharing yours. You decide exactly what each person can see and do.

▶Inviting a team memberSample video

Placeholder. Watch how to add a new admin, choose their role, and what they see the first time they log in.

Solo-trainer plans

If your center is on an individual (solo-trainer) plan, you can't add team members at all — the Admins menu won't appear. See Roles & Permissions for what that means, and Paying for Your Subscription if you want to move to a center plan.

Adding a team member

1. In the left sidebar, click Directory → Admins.
2. Click Create in the top right.
3. Fill in the form (see the table below).
4. Click Save.

Field	What to enter	Required?
Role	The job this person does. Pick from the roles you've created — this decides which pages and buttons they see. See Roles & Permissions.	Yes
Profile photo	A picture of them. Purely cosmetic.	No
First name	Their first name.	Yes
Last name	Their last name.	Yes
Email	Their work email. This becomes their login, and it can't be changed afterwards — double-check the spelling.	Yes
Password	A starting password, at least 8 characters. Click Generate next to the field to have one made for you. They'll be asked to change it anyway.	Yes
Phone	Their phone number.	No
Location	City or branch.	No
Gender	Man or Woman.	No
Date of birth	Must be a date in the past.	No
Status	Active, Suspended, or Banned. Leave it on Active for a new person.	No
Custom salary	A monthly salary just for this person. Leave it empty to use your center's default admin salary, shown next to the field.	No

Give the smallest role that works

It's easier to add permissions later than to explain why someone deleted something. Start narrow — for example a role that can see students and record payments, but not manage staff.

What the new person receives

As soon as you save, they get a welcome email with their login email and an Access your account button.

That button takes them to a page where they choose their own password. Once they've set it, they're in.

If they'd rather log in directly with the password you typed for them, that works too — but the very first time they sign in, QraOnline asks them to pick a new password before letting them use anything else. That's normal and can't be skipped.

note

The welcome email always sends. It isn't one of the messages you can switch off in Notification Settings.

Changing someone's details

1. Go to Directory → Admins and click the person's row.
2. Click Edit.
3. Change what you need, then click Save.

A few things to know:

• Email is greyed out. If it's genuinely wrong, delete the account and create it again with the correct address.
• Role can be swapped for a different one, but can never be left empty. Everyone must have exactly one role.
• Password — leave it blank to keep their current one.

Everyone can update their own name, phone, photo, and password themselves from Settings. Nobody can change their own role, salary, or status — only you can do that.

Pausing or removing access

To stop someone logging in without losing their history, change their Status.

Status	What it means	What you do
Active	They can log in normally.	Nothing.
Suspended	They can't log in. Everything about them is kept.	Use this for leave, or while you sort something out. Switch back to Active any time.
Banned	They can't log in. Meant as a permanent block.	Use this when someone has left for good but you want the record kept.

Suspending vs deleting

	Suspend	Delete
Can they sign in?	No	No
Salary history and activity record	Kept and visible	No longer visible anywhere
Can you undo it?	Yes, switch back to Active	No — there is no restore
Counts towards your admins limit	Yes, still counts	No — frees a place

Suspended team members still count towards your limit

A suspended or banned admin keeps their place in your admins limit. Only deleting frees a place.

Suspending is reversible and keeps their salary history tidy, so it's the right choice for someone on leave — just know it won't make room for a new team member.

To delete a team member: open their profile, click Delete, and confirm. The confirmation window explains what you'll lose before anything happens.

Resetting someone's password

You have two options.

Set it yourself. Open their profile, click Edit, type a new password, and click Save. Then tell them what it is. Quickest when they're sitting next to you.

Let them do it. Ask them to click Forgot password on the login screen and enter their email. They get a reset link and choose their own password. This also works if the original welcome email never arrived.

note

When someone resets their own password through the Forgot password link, they're signed out everywhere and need to log in again with the new one.

A team member's profile

Clicking a row in Directory → Admins opens their profile with two tabs:

• Summary — their details, status, role, and the Edit and Delete buttons.
• Salary — their month-by-month salary payment history. See Salaries.

The list itself shows a paid/unpaid badge for this month's salary next to each person, so you can spot who still needs paying at a glance.

Common questions

They never got the welcome email. Check spam first. If it truly didn't arrive, ask them to use Forgot password on the login screen — it sends the same kind of link and works straight away.

They can log in but the pages are almost empty. Their role probably has too few permissions ticked. Open Roles & Permissions and edit the role.

Can I have a second person who can do absolutely everything? No. The main admin account — the one your center was set up with — is the only one with unlimited access. Everyone else works within a role. You can make a role that ticks nearly everything, but managing roles themselves stays with you.

"One or more roles do not belong to your center." You picked a role that isn't yours. Reopen the Role dropdown and choose from the list shown there.

"This plan is for an individual trainer and does not support adding staff, admins, or roles." You're on a solo-trainer plan. Move to a center plan to add team members.