How to Create a New Employee
Every person who uses Kicksite at your school should have their own login. Not because you don’t trust them, but because shared logins make it impossible to know who changed a price, deleted a promotion, or read a message — and because you can’t remove one person’s access without changing everyone’s password.
Creating the account
- Click your username → Employees → Add New Employee. Or click Quick Links in the left panel, then People & Families, then Add New Employee.
- Name — first and last. A middle name is optional.
- Email Address — required to create a login, and it must be unique. No two Kicksite users can share one.
- Phone Number (optional) — toggle SMS on if they should receive texts.
- Click Add New.
Click View Now in the green confirmation to open their profile.
Usernames are unique across every school on Kicksite, not just yours. A common first name may already be taken. For shared-purpose accounts, include your school name — “KMA Front Desk” rather than “Front Desk”.
Setting their access
Open the employee’s profile. It looks like a student profile, with a Feature Access & Permissions section.
By default a new employee gets everything. Turn off what they don’t need.
Feature Access
Each toggle hides a whole area of the software.
| Feature | Off means they can’t |
|---|---|
| Achievements | View the Achievements page |
| Classes | View or change class schedules, in Program Settings or the Calendar |
| Communications | View or send email and SMS |
| Events | View or create events |
| Finances | View the Finances page or any finance module on the Dashboard and profiles |
| Groups | View or change Groups |
| Inventory | View or change Inventory |
| Invitations | View or edit the User Account section on student profiles |
| Media Library | View or add documents and videos |
| Promotions | View the Promotions page, or add promotions on profiles |
| Recent Activity | See the Recent Activity module on the Dashboard |
| Reports | View financial or attendance reports |
| Social Networking | Use social media posting features |
Permissions
Finer-grained than feature access.
| Permission | Off means |
|---|---|
| Assign prospects to other employees | They can assign prospects to themselves only |
| Assign tasks and appointments to other employees | They can assign work to themselves only |
| Update automation settings | No access to Automated Messages, even with Communications on |
| Read conversations | Can’t open the two-way texting inbox |
| Send messages | Can read texts but not reply. Requires read. |
| Attach images to messages | Can’t send images. Requires read and send. |
| Use message templates | Can’t insert saved replies |
| Create message templates | Can’t add new ones |
| Edit message templates | Can’t change existing ones |
| Delete message templates | Can’t remove them |
| Archive message templates | Can’t archive them |
| Manage smart groups | Can’t create or edit smart groups |
| Send to smart groups | Can’t send messages to a smart group |
| Manage custom tags | Can’t create or edit tags |
| Attach custom tags | Can’t apply tags to people |
Click Save after any change.
Turning off the daily emails
In Contact Information, toggle Daily Appointments and Daily Tasks off if this account shouldn’t get the daily summaries. Always worth doing for a kiosk account.
Three configurations worth copying
Kiosk / attendance only — every feature off, every permission off. The account can still run Kiosk Check-In. See Best Practice: An Employee Account Just for Attendance.
Instructor — Classes, Promotions, and Achievements on. Finances, Inventory, and Communications off. They can teach, promote, and record awards without seeing anyone’s card details.
Front desk / manager — most features on. Finances on if they take payments. Read conversations and Send messages on if they handle texts. Leave “Update automation settings” off unless they own your communications.
Giving them a login
- Click User Account in the left column of their profile.
- Click Create.
They’re emailed a username and temporary password. They must have an email address for this to work.
What they do next
- Open the email with the subject “*School Name* Account Created”.
- Copy the password and click Sign In Now.
- Enter the username and paste the password.
- Click their username in the upper-right corner, then My Account.
- Scroll to Credentials, click the Password row, enter the current password, then the new one twice, and click Save.
Usernames and passwords are case-sensitive, and a trailing space will stop a login working — the most common cause of “it says my password is wrong”.
Troubleshooting
The username is taken. They’re unique across all Kicksite schools. Add your school name or an initial.
I can’t create their user account. They need an email address, and it can’t already belong to another user.
They can’t see something they should. Check Feature Access first, then Permissions. Some things — Account Billing, Employees, Finances Settings, Revenue Streams, Payment Types — are admin-only and can’t be granted at all. See What Admins and Employees Can Access.
Someone left. Inactivate the employee rather than deleting them. That revokes access and keeps their name on the history of what they did.
Limitations
- One email address per user, across all of Kicksite.
- Only administrators can create employees or change access.
- Some areas are admin-only and can’t be granted to an employee.