Staff and allied professionals (such as inspectors) can be invited from the mobile app or from the school interface. To learn how to invite staff from the web interface, keep reading or watch the tutorial below.
Please also see below for guidance on how management can create and use business email addresses, create staff accounts via the mobile app, and log staff into the app without sharing their passwords.
How to Invite Staff to the TeachKloud: Childcare App
Select ‘Staff’ and ‘Staff List’ using the menu
Select ‘invite Staff’
Enter the email address and the room(s) the staff member should have access to. Business emails that management control are recommended.
On the mobile app, the staff member should select create an account, enter the email that was used to invite them and create a new password
The mobile app should refresh the app using the circle button on the top right-hand corner of the screen
How to Set Up Staff Accounts Without Sharing Passwords
Please read the below carefully:
Using business email addresses that management controls is the recommended way to invite and set up staff on TeachKloud. This allows management to create staff accounts and log staff into shared room devices without staff needing to know their account passwords.
Step 1: Create a business email for each staff member
Create a separate business email address for each staff member that is controlled by management. Free email providers such as Gmail can be used. Please choose the best provider for your needs and create business emails for each relevant staff. For example: marymccarthylittletreasures@gmail.com
Step 2: Invite each staff member to TeachKloud
Invite each staff member to TeachKloud using the business email address you created for them. See the video above for how to invite staff.
Step 3: Create each staff member's TeachKloud account
Download the TeachKloud: Childcare App from the Apple App Store or Google Play Store.
Select Create New Account.
Enter Staff Member 1's details and save the account.
Sign out (top right hand corner).
Select Create New Account again and enter Staff Member 2's details.
Repeat until an account has been created for every staff member.
Important: Management will need the email address and password used to create each staff account again when setting up staff on the relevant room devices or re-logging staff in. Please ensure you have access to these login details before moving to the next steps.
Step 4: Set up your dedicated room devices
We recommend having at least one dedicated device per room. On each device, log into the TeachKloud: Childcare App using the account of a staff member who works in that room. You will be able to add more staff to this specific device in Step 6.
Step 5: Select the correct room
Please ensure you are in the correct room that you want linked to this tablet. You can check this by selecting the daily records button (first button, bottom left hand corner), In the top-right corner, select the relevant room or ensure the relevant room is what is showing.
Step 6: Add the other staff accounts to the device
Select the profile button in the bottom-right corner (last button). This will usually display the first letter of your name or your profile picture (see screenshot 1 below).
At the top of the screen, select Switch Account (see screenshot 2 below).
Select Add Another Account.
Enter the staff member's login details.
Select Remember Password.
Select Add Account.
Repeat these steps for every staff member in that room who will use this device.
Selecting Remember Password means staff using that device can switch between their individual TeachKloud accounts without needing to know or enter passwords.
Important: Only select Remember Password for accounts that you want staff using this device to be able to switch between without entering a password. For example, if you log into an administrator account on the device, we recommend not selecting Remember Password for that account.
Step 7: Repeat for each room/device
Repeat the process on each dedicated device, adding only the relevant staff members who will use that particular device.
Important: For security purposes, TeachKloud automatically logs staff out every 90 days. Management will therefore need to log staff accounts back into the relevant devices every 90 days.
Screenshot 1
Screenshot 2
