Staff added manually from Dashboard → HR → Staff don't need an email address. That's deliberate — a teacher can be on payroll, hold a duty week, and have expenses raised in their name without ever having a login. Those accounts show No email in the staff list.
When such a person does need to sign in, attach an address here. Nothing about their existing records changes: profile, contracts, payroll history, teaching load and duty assignments all stay exactly as they are.
Steps
- Go to Dashboard → HR → Staff and click the person's row.
- At the top of their profile you'll see a No sign-in email panel.
- Type their email address into the field.
- Click Send activation link.
What happens next depends on whether that address already belongs to a YoShule account — because an account is one person, not one job.
They have no account yet
The usual case. They receive an Activate your YoShule account email; opening it and setting a password activates the login and confirms the address in one step. The panel disappears and the address shows under their name.
The activation link expires after 24 hours. If it lapses, or the email never arrives, they can request a fresh one themselves with Forgot password on the sign-in page — the address is already saved on their account.
They already work at another school on YoShule
Teachers do work at two schools, and a person has one YoShule account across all of them. So instead of creating a second login, we send them an invitation to join your school, and the panel changes to Invitation sent.
Nothing is lost while you wait: the record you built stays in your staff list with everything on it. When they accept, that record becomes theirs — profile, contracts, payroll, duties and all — and they reach your school by signing in with the password they already have. Your school gets its own staff number and phone number for them; the other school's records are untouched and stay invisible to you.
You can resend or revoke the invitation from Team → Invitations.
They have to accept. Being able to add somebody to your school by typing their address would let any school attach a stranger's account, so joining a school is always the account holder's decision — the same as any other invitation.
They already work at your school
Then this record duplicates somebody already on your books, and the panel says whose. Delete the duplicate rather than trying the address again.
What it unlocks
- Signing in to YoShule with their own password.
- Duty notification emails, including for duty weeks they were already assigned before the address was added.
- Anything else that mails staff directly.
Things to know
- Only accounts with no email can be changed here. Once somebody signs in with an address, HR can't swap it — changing a working login is an account change and has to come from the account owner. The field simply won't appear.
- One account per address, always. Every YoShule account needs its own email. That is why an address already in use turns into an invitation rather than a second login — see above.
- Deleting them is no longer possible. Manually-created staff can be deleted outright, but only while they have no email. Once activated, use Block access instead.