Managing Staff
The People page is your central roster for managing every staff member in your school or district. From here you can add new people, update job titles and permissions, resend invitations, and export your staff list.
Principals and assistant principals typically manage staff (Member Manager or Organization Manager role). Account owners also have full access.
Accessing the People Page
Click People in the top navigation bar. You need the Member Manager, Organization Manager, or Owner role to access this page.
The People Table
The People page displays a searchable, sortable table of all staff members in the currently selected school. The table has three columns:
Column | Description |
Name | The staff member's full name (sortable) |
Their email address | |
Job Title | Their position in the school (e.g., Teacher, Instructional Coach, Principal) |
Click the Name column header to sort the table alphabetically. Use the search bar at the top left to filter by name, email, or school name. You can also filter by role using the filter icon next to the search bar -- this opens a checklist of all eight functional roles so you can quickly find, for example, all Observers or all Observees in your school.
Viewing a Staff Member's Details
Click any row in the table to open the detail panel on the right side of the page. The detail panel shows:
Profile header -- The person's name, initials avatar, and email address, with a menu (three-dot icon) offering Edit and Delete options
Invitation status -- If the person has been invited but hasn't accepted yet, you'll see when the invitation was sent and a Resend Invitation button
Total Number of Times Observed -- A clickable count that takes you to the Observations page filtered to that person
Creation Date/Time and Last Login Date/Time -- When the member was created and when they last logged in
Email Address -- Their email, displayed as a read-only field
Job Title -- A dropdown you can change directly from the detail panel, with an Advanced Permissions link for fine-grained role control
Assigned Schools -- The school(s) this person belongs to, shown as badges
Adding a New Staff Member
Click the + Person button in the top right of the People page
The Add new person panel slides open from the right
Fill in the following fields:
Full Name -- Start typing to search for existing users in your account. If a match is found, Aprenta will offer to load their existing information
Email Address -- Also supports autocomplete against existing users
Mobile Number -- Optional phone number
Job Title -- Select from the grouped dropdown (School-Level or District-Level titles). Choosing a job title automatically assigns default roles
Observation Frequency Level -- How often this person should be observed (defaults to Rarely). See Setting Observation Frequency for details
Click Save
When you select a job title, Aprenta automatically assigns the standard roles for that position. For example, choosing "Teacher" assigns the Observee role, while "Instructional Coach" assigns Observer, Scheduler, Reporter, and Form Manager. You can customize these defaults using Advanced Permissions (see below).
If you type a name or email that matches an existing user in your account, Aprenta will detect this. If the person is already a member of the current school, you'll be offered the option to load their data for editing. If they exist in the account but aren't yet a member of this school, you can load their information and add them.
Editing a Staff Member
There are two ways to edit:
From the detail panel -- Click a person in the table, then use the three-dot menu in the profile header and select Edit. This opens the full edit panel with all fields.
Quick edit from the detail panel -- Change the Job Title dropdown or use Advanced Permissions directly in the detail panel without opening the full edit form. Click Save to confirm, or Cancel to revert.
The edit panel shows the same fields as the add form, pre-populated with the person's current information. The title changes to Edit person and the save button reads Update.
Advanced Permissions
Each job title comes with default roles that are automatically assigned and locked. To customize a person's permissions beyond their job title defaults:
Select a Job Title (either in the add/edit panel or the detail panel)
Click Advanced Permissions below the job title dropdown
A checklist of all eight roles appears:
Locked roles (shown with a "Default" badge) are determined by the job title and cannot be removed
Additional roles can be toggled on or off
Click Save to apply changes
The eight roles and their descriptions:
Role | Description |
Organization Manager | Full organization access |
Member Manager | Manage organization members |
Form Manager | Create and manage observation forms |
Observation Manager | Full CRUD on all observations |
Observer | Conduct observations and record answers |
Scheduler | Schedule observations |
Reporter | View and export observation results |
Observee | Can be tagged/observed |
For example, if you have a teacher who also helps coach new staff, you could set their job title to Teacher (which locks the Observee role as default) and then add the Observer role via Advanced Permissions.
When roles have been customized beyond the defaults, a summary like "+1 (Observer)" appears below the job title dropdown to indicate the extra permissions.
Removing a Staff Member
Select the person in the table
In the detail panel, either:
Click the three-dot menu and select Delete, or
Click the Delete button at the bottom of the detail panel
Confirm the removal in the dialog. The confirmation message reads: "Are you sure you want to remove this person from the organization? They can be added back later."
Removing a person removes their membership in the school. Their user account and data are preserved, and they can be re-added later.
Exporting Staff Data
Click Export CSV in the top right to download your staff list as a CSV file. The export includes the currently filtered view based on your search and role filter settings.
Sending Bulk Invitations
To invite multiple staff members at once who haven't yet accepted their invitations:
Click the three-dot menu in the top right of the People page and select Send Invite
The table enters selection mode with checkboxes appearing next to each row
Select the people you want to invite (up to 500 at a time). Staff members who have already accepted their invitations cannot be selected
Click Send Invites to confirm
A progress modal shows the status of each batch as invitations are sent
You can cancel the bulk invite process mid-way if needed. The counter at the top shows how many people you've selected out of the maximum.
Job Titles
Aprenta supports the following job titles, grouped by level:
School-Level:
Job Title | Default Roles |
Principal | Organization Manager |
Assistant Principal | Observation Manager, Scheduler, Reporter, Member Manager, Form Manager |
Instructional Coach | Observer, Scheduler, Reporter, Form Manager |
Teacher | Observee |
Paraprofessional | Observee |
Counselor | Observee |
District-Level:
Job Title | Default Roles |
Superintendent | Organization Manager |
District Administrator | Observation Manager, Scheduler, Reporter, Member Manager, Form Manager |
District Coach | Observer, Scheduler, Reporter, Form Manager |
Job titles are separate from roles -- they describe a person's position but don't directly control permissions. Roles control what a person can do in Aprenta. However, selecting a job title automatically suggests the appropriate default roles, which you can then customize via Advanced Permissions.
For a complete guide to roles, see Understanding Roles & Permissions.