Inviting Staff to LearnSpace

Inviting Kaiako and Staff

Once your kura account is set up, the next step is to bring your team on board. LearnSpace makes it straightforward to invite kaiako, learning assistants, and other staff members to your school workspace.

How Invitations Work

Staff invitations are sent via email from the LearnSpace admin dashboard. Each invited person receives a link to create their own account and join your kura workspace. Only school email addresses (e.g. name@yourschool.school.nz) are accepted to maintain security.

Sending Invitations

1. Open the Staff Panel

Navigate to Settings > Staff in your admin dashboard. You will see a list of all current staff members and their roles.

2. Add Staff Members

Click Invite Staff and enter the details for each person:

• Full name
• School email address
• Role — choose from Admin, Kaiako, or Support Staff

You can invite staff one at a time or upload a CSV file for bulk invitations. The CSV should include columns for name, email, and role.

3. Set Permissions

Each role comes with default permissions:

• Admin — full access to settings, billing, and staff management
• Kaiako — access to assigned classes, apps, and learner progress
• Support Staff — limited access for learning assistants and teacher aides

You can customise permissions for individual staff members after they join.

Managing Your Team

Resending Invitations

If a kaiako has not accepted their invitation, you can resend it from the Staff panel. Invitations expire after 14 days, so resending generates a fresh link.

Removing Staff

When a staff member leaves your kura, remove them from the workspace under Settings > Staff. Their account will be deactivated and they will lose access to all school data.

Tips for a Smooth Rollout

• Invite a small group of kaiako first to test the workflow before a school-wide rollout
• Share a brief overview of LearnSpace with staff ahead of their invitation
• Encourage kaiako to explore the apps with their classes during the trial period

Questions?

If you need help managing staff accounts or permissions, reach out to our support team at support@learnspace.nz.