How do I manage users on The Key?
You can visit manage users to view and manage the users who have access to your membership on The Key.
Account and user management features are only available to users with Organisation, Group or Training admin account permissions. If you need any support with setting up or updating account permissions, then please check our article How to add other staff as Admins of our school account or email enquiries@thekeysupport.com. If you are part of a trust or group of schools, please contact your Success Manager.
How do I add users?
We offer several ways to add users to your account:
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Invite by email in Manage users
Add colleagues’ email addresses to send individual email invites. Good for making small changes to your account quickly, e.g. when new staff join (See How can I add users to our account? For a how-to guide) -
Sync your staff list in Manage users
Upload a full staff list to send email invites to all your staff. This is recommended for new memberships, or for adding a lot of new users at once. We’ll also identify any existing users who are not on your list (e.g. because they have since left your school), so that you can remove them quickly and easily. If you want to use The Key to manage and assign statutory training, you will need to use this service. -
Invite with a link in Manage users
Copy & share a link with your colleagues by message or email. Note: these users will need to be approved by an admin when they sign up to gain full access (See How can I add users to our account? For a how-to guide)
Who should I add as a user on The Key?
There is content across The Key that could benefit anyone who works across your school or trust.
We recommend all our members add their headteacher, deputy and assistant headteachers, SENCO, school business manager, designated safeguarding leads, phase leaders & heads of department.
If you want to assign and manage statutory training (available with a Leaders+Safeguarding or Whole School membership), then you will need to add all your staff and volunteers you want to train. You can use our sync your staff list feature to do this (see details above).
Things to consider:
- There is no limit to the number of users you can have in your organisation, but they must work or volunteer at your school
- Where possible, users should be invited using their work email address (the one provided to them by the school or trust)
Troubleshooting guide
I can’t see the new users I’ve added
If you’ve added a lot of new users, it may take a few minutes for these new accounts to be processed and appear in your user lists. You should be able to see all your new users within 5 minutes.
How to resolve:
- Allow 5 minutes for all your users to be created, and for their invite emails to be sent
- Refresh the page you are using to view your user list (this may be Manage users, or Assign training)
- If you still cannot see the users you expect, please get in touch with our Support team
My staff haven’t received their invite emails
Sometimes emails from The Key Support may be incorrectly marked as spam, or may be blocked by strict email firewall settings from your IT provider.
How to resolve:
- If you’ve added a large number of users, allow 5 minutes for all your users to be created, and for their invite emails to be sent
- Review the steps in our troubleshooting guide: What to do if you're not receiving emails from The Key Support
- Get in touch with our Support team, who will be able to retrigger all your invite emails
I work at a trust and would prefer that the schools manage their own users.
You might prefer for users to be managed at school-level. If you are a Group admin, you can appoint Organisation admins at each of your schools, who will have the power to add and remove new users (either individually or by uploading a list).
To give a user Organisation admin permissions:
- Find them in your Manage users table (if you know their name, use the user search to find them)
- Edit their Account permissions