Use this article when you need to give someone access to your business.
Start from the Staff page#
- Open Admin > Settings > Staff.
- Click Invite.
- Enter the person's email address. To invite several people at once, separate the emails with a comma or new line.
- Select the role they should receive when they accept.
- Click Send invitations.
This works for new hires, contractors, and anyone who needs business access for the first time.
What happens after you send the invite#
For a regular invitation, Naayya emails an invitation link. The person accepts by signing in or creating an account with that same email address. If you see Claims prepared, access has been prepared for that person, but no invitation email was sent. They still need to complete account setup before the access is usable.
Their assigned role is applied when they accept.
The invitation is for one email address. The person it names has to open the link, so do not open Copy link in your own browser to test it: while you are signed in as someone else, it will not accept the invitation for them.
If they are going to teach classes, they can then open the teaching workspace and complete their public profile there.
Use Pending staff access to follow up#
The Pending staff access section on the Staff page is the operational follow-up surface.
Use it to:
- Copy link and send the invite manually in another channel
- Revoke an invite that should no longer work
- Send invite for a placeholder teaching profile that already exists in your business data
This is especially useful when someone has already been scheduled to teach but has not yet completed account setup.
If an invitation link shows a message#
Naayya explains why an invitation could not be used instead of showing a generic error.
- You are signed in with a different email. The page says who the invitation is for, that it has not been used, and that it is still waiting for that person. Choose Sign out and continue as the invited address to sign in as them, or Continue as your current account to leave the invitation unused. Naayya never signs you out or accepts the invitation on its own.
- This invitation has expired. Invitations stay valid for 14 days after they are sent. Send a new invitation from Admin > Settings > Staff.
- This invitation is no longer valid. The team that sent it withdrew it. Send a new invitation if the person should still get access.
- This invitation has already been used. An account has already accepted it, and the person should sign in with that account. If the person who accepted it opens the link again while signed in, Naayya takes them on to where the invitation sends them, usually the admin area.
If the person already exists in your records#
Invite the email address the person already uses. Access is assigned to their account when they accept, even if they are already in your customer records.
If the person has the Teacher role but no teaching profile yet, open their staff page and use Link teacher profile on the Profile tab to create one. To connect them to an existing placeholder profile, open the placeholder's staff page and choose Link Staff Member under More teaching actions (the arrow button next to Edit teaching profile).
If the person will teach classes#
Teaching access and profile setup are related, but they are not the same step.
- Staff access is granted from Admin > Settings > Staff
- Teaching profile management lives on the person's staff page, on the Teaching tab
- Profile completion happens from the teaching workspace after the person signs in
See Public Profiles for Staff Who Teach for the banner and completion rules that staff will see after they accept.