Inviting Team Members
When you add a new user in Aprenta, they automatically receive an invitation email with a link to set up their account. This article explains the invitation process and what new team members can expect.
How Invitations Work
Invitations are sent automatically when the account Owner creates a new user through the Users tab in Settings. There is no separate "invite" step -- creating a user and inviting them is a single action.
Sending an Invitation
Click your profile icon in the top-right corner, then select Settings
Go to the Users tab
Click the + User button
Fill in the user's details:
Full Name (required)
Email Address (required) -- the invitation is sent to this address
Mobile Number (optional)
School -- select a school to assign them to
Job Title -- select their position (required when a school is selected)
Click Save
An invitation email is sent to the email address you entered.
Choosing the Right Job Title
The job title you select determines which default roles the new user receives. Choosing the correct title ensures they have the right access from day one:
Job Title | What They Can Do |
Principal or Superintendent | Full access to manage everything in their school (Organization Manager) |
Assistant Principal or District Administrator | Manage observations, schedules, reports, staff, and forms |
Instructional Coach or District Coach | Conduct observations, manage schedules, view reports, create forms |
Teacher, Paraprofessional, or Counselor | Be observed and view their own observation results (Observee) |
If someone's responsibilities do not match the defaults, you can expand Advanced Permissions before saving to add or customize roles. See Managing Users for details.
What the Invited Person Receives
The invited person receives an email with a link to accept the invitation. When they click the link, they are prompted to:
Set a password for their account
Accept the terms of service
Complete their account setup
Once they finish, they can sign in and start using Aprenta immediately with the roles you assigned.
Tips for a Smooth Onboarding
Double-check the email address before saving. The invitation goes to the exact address you enter, and email addresses must be unique across all Aprenta accounts.
Invite people with the correct job title so they get the right default roles. It is easier to set this up correctly at invitation time than to fix permissions afterward.
Assign a school during creation when possible. This ensures the user lands in the right school context and has the appropriate roles immediately.
Let your team know to check their inbox. A quick heads-up -- "You will get an email from Aprenta to set up your account" -- helps prevent invitations from being missed or filtered to spam.
After the Invitation
Once someone has accepted their invitation and signed in:
They appear in your user list on the Users tab with their name, email, and assigned role
You can use the Manage button to assign them to additional schools or adjust their roles
You can use the three-dot menu to edit their information, reset their password, or remove them from the account
For the full walkthrough of what new users see when they accept an invitation, see Accepting an Invitation.