Adding a User or Changing Someone's Access

This covers staff logins for Gaia, the people who sign in to plan menus, run the POS, or manage a school. It includes adding a new user, changing someone's role, giving or removing access to specific schools, and deactivating someone who has left the district.

This is not the student roster. You manage students and their meal accounts on the Students page (see Managing the Student Roster). This article is about staff who log in to Gaia and what they're allowed to see and do.

Who can change this?

The Gaia team sets up staff accounts, roles, and school access. For what each role can see and do, see Roles and What Each Role Can See and Do. To add, change, or remove a user, email your Customer Success Manager (CSM) using the form below.

Note: When a staff member leaves, send a request to deactivate their account. Access is not removed automatically.

How to request a user change

Subject: User access request, [District name]

Hi [CSM name],

Please [add / update / deactivate] the following user:

• District: [district name]
• Name: [full name]
• Email: [work email]
• Role: [District Director / School Manager / Central Kitchen or Warehouse Manager / Cashier]
• School(s): [for school or site managers, which schools they should access]
• If updating: [what should change]
• If deactivating: [effective date]

Thanks!

As more of these settings become user-facing in Gaia, we'll update this article. Until then, user and access changes go through your CSM.