How invitations work
When you invite a staff member, School Vault sends them an email with a secure, time-limited link. Clicking the link takes them to a page where they set their own password and complete their profile. Until they accept, their status shows as Pending in your staff list. Once they log in for the first time, their status changes to Active.
Invitation links expire after 72 hours. If a staff member does not click the link in time, you can resend the invitation from the staff list.
Inviting a single staff member
- Go to Staff from the sidebar.
- Click Add Staff in the top-right area.
- Enter the staff member's full name and email address.
- Select their role from the dropdown. Take time here, roles control what this person can see and do. If you are unsure, read article 1.4 before continuing.
- Optionally, add their phone number (used for internal notifications).
- Click Send Invitation. The system sends the email immediately.
Invite Staff Member form with fields for full name, email, role dropdown, and optional phone number
Bulk-inviting multiple staff members
If you are setting up a new school or have many staff to add at once, use the bulk invitation option.
- Go to Staff and click Bulk Upload.
- Download the invitation template (CSV format).
- Fill in the template with each staff member's name, email, and role code. Valid role codes are listed in the template header row.
- Upload the completed CSV. School Vault validates each row and shows any errors before sending.
- Review the preview list. Correct any errors flagged in red, then click Send All Invitations.
Double-check role assignments before uploading. A wrong role in a CSV file can give an entire batch of teachers administrator-level access. Review the role column carefully.
Assigning teachers to class sections
Inviting a staff member gives them a login. It does not automatically show them a class. You must assign teachers to their sections separately.
- Go to Teacher Assignments from the sidebar.
- Select a class section from the list.
- Click Assign Teacher and search for the staff member by name.
- A teacher can be assigned to multiple sections (e.g. a teacher who covers two classes).
- Click Save Assignment.
Teacher Assignments screen showing a class section with an Assign Teacher button and a list of current teacher assignments
Classroom scoping happens at assignment time. Once a teacher is assigned to a class, they can only see students in that class. They cannot browse other classes or view records that are outside their scope. This is a safety feature, not a bug.
Changing a staff member's role
- Go to Staff and find the person.
- Click the Edit button next to their name.
- Change the role in the dropdown and click Save.
- The change takes effect immediately, the staff member will see a different set of navigation items and permissions on their next page load.
Downgrading a role is instant. If you reduce someone's access level (for example, from Admin to Teacher), they lose access to sensitive areas immediately. Make sure they are not mid-task when you do this.
Deactivating or removing a staff member
- Go to Staff and find the person.
- Click Deactivate. Their account is suspended immediately, they cannot log in, but their records (daily reports, attendance entries, observations) are preserved.
- To permanently remove a staff member and reassign their work, contact support@schoolvault.ng.
Why deactivate rather than delete? Every daily report, attendance mark, and observation is linked to the staff member who created it. Deleting an account would create orphaned records in your audit trail. Deactivation preserves the history while removing access.
Resending an invitation
- Go to Staff and find the pending staff member.
- Click Resend Invitation. A new link is generated and sent. The old link is revoked.