Managing Members & Roles

Every person in your co-op has one primary role. Roles control what they can see and do inside the app:

New families and teachers always come in through your join link. A separate direct-invite tool exists for a narrower case: adding someone who already has a HomeschoolGo account straight into an Admin or Teacher role.

Reviewing applications:Go to Admin › Applications. Use the search bar to find a specific applicant by name or email, and the status filters (Pending, Approved, Rejected) to narrow the list. Each row shows the applicant’s answers, any waivers they signed, and their students’ information — click a row to open the full application. Long answers are collapsible so the review page stays readable. Approve & invite creates their account and sends an invitation email. Rejectcloses the application without creating an account — they can reapply through the join link if circumstances change. Check the boxes on multiple pending applications (or use Select all) to approve or reject them together from the bulk action bar instead of reviewing one at a time.

Families can link a spouse, co-parent, or guardian into their own household without any admin involvement. On My Profile, the Household Members card has an Invite a household memberbutton — they enter the other person’s email and pick a relationship, and HomeschoolGo handles the rest:

• If the email has never signed up, it sends an invite that lands the new person in the same family, seeing the same students.
• If the email already has a HomeschoolGo account with no family in your co-op yet (a teacher-only login, for example), it links them in directly — no invite step.
• If the email already belongs to someone with their own separate family recordin your co-op, the invite is refused — that household is already split across two records. An owner or admin can join them with the merge tool below; because it moves students, payments, and registrations one way, it stays out of the self-serve flow.

Household members can set the name shown for them across the co-op, so it doesn’t have to match their email address or the name on their account. In the Household Members list, click the pencil next to your own name — everyone can only edit their own, not anyone else’s.

The one exception is the family’s primary contact, who won’t see a pencil. Their name comes from the primary contact fields in Family Information, which already update everywhere the name appears — editing it there is the single place to change it.

When one household ends up on two family records — usually two parents who each signed up instead of one inviting the other — an owner or an admin with the Manage members permission can combine them into one. The Members page flags likely duplicates (families that share an email, phone, or name) in a Possible duplicate families card.

Spouses or co-parents who each signed up under different names and separate contact info (so nothing matches automatically) won’t show up in that card. Use the Merge two families search box just below it instead — look up each record by name or email and it opens the same review-and-merge screen.

Open a member’s record in Admin › Members and use the Role section to make changes. This is owner-only by default, but an owner can hand it to a specific admin — see Change member roles under Admin permission levels below.

When someone has the Admin role, you can scope their access to specific parts of the app. This lets you delegate work without handing over full control.

Find the admin on Admin › Members, open their Member actions menu, and choose Edit permissions. The available permissions are:

Owners always have full access regardless of any permission settings — the permission system only applies to the Admin role. Editing another admin’s permissions is always owner-only, even for an admin with Change member roles turned on.

Guardians can add a birthday to their profile, with the year being optional. This gives admins a heads-up to recognize community members on their birthday.

To add yours, go to My Profileand look for the birthday field in the personal information section. Enter the month and day — or month, day, and year if you want to share the full date.

Admins see a birthday count pill at the top of the Familiespage. Click it to open a list of everyone — guardians and students alike — with a birthday coming up in the next 30 days. It doesn’t require the year to be set — it just needs a month and day to work.

There’s one tool for taking away a member’s access, and it’s reversible: Suspend, on a member’s record in Admin › Members (open their Member actions menu and choose Suspend member). A suspended member can’t log in and is hidden from the directory, but their record, enrollments, and payment history stay intact. Click Reactivate on the same record at any time to restore them.

There’s no separate “permanently delete this account” option in the admin panel — suspend is the tool to reach for even when a family is leaving for good, since it keeps their history in your ledger without giving them access.

Only the owner sees the Suspend option, even for an admin with the Manage members permission. If an admin needs to suspend someone, ask the owner to do it or to transfer ownership to them.

By default, a teacher only sees rosters for classes they’re assigned to teach. On Admin › Members, the Teacher roster access card has a toggle, Teachers can see all class rosters, that opens every class roster to every teacher — useful for substitute coverage or a small co-op where teachers cover for each other.

From their Roster tab in Teaching, a teacher can click Download CSVto export their class’s roster — name, grade, allergies, and medical notes, plus parent contact info if they have permission to see it — for printing or sharing outside the app.

Bulk selection lives on the Familiespage (the member directory), not on Admin › Members — that page manages roles and permissions one person at a time. To reach a specific group of families:

For charging a group of families the same amount — semester dues, a late fee — use Bulk invoice from the + Newmenu on Admin › Billing instead; it charges every family in the co-op the same amount in one step and skips anyone already charged the same description this term.

A teacher wants to also enroll their own children. Do they need two accounts?

No. They can set this up themselves — no admin action needed. Have them open My Profile and click the Set up your family card, then add their children. Their family shows up in the directory automatically and their teacher role is unaffected.

A family applied but I can’t find them in the application queue.

Check whether the application was already acted on — approved or rejected. The default view in Admin › Applications shows pending applications only. Use the status filter to see all applications including reviewed ones.

I suspended a family by mistake. Can I undo it?

Yes — suspension is fully reversible. Open their record in Admin › Members and click Reactivate. Nothing was deleted while they were suspended, so their profile, enrollments, and payment history come back exactly as they were.

Can I see which admin made a specific change?

Yes. Go to Admin › Settings and open the Audit log tab (owners only). Every significant admin action is recorded with the person’s name, what they changed, and when.