Change a staff member's role
Promote, demote, or set a staff admin's team access, and see what the row menu does.
Where: Web, for admins
There are four levels. A coach works with their own clients. A team admin manages one team. A staff admin oversees all teams, or only the teams you choose. An org admin manages the whole organization. This article covers how to change a role and what each choice on a staff row's menu does. Only org admins can change roles.
Change a role
Open Admin, then the Staff tab.
Find the person. Open the ... menu on their row.
Pick the change:
Change to Team Admin or Change to Coach. This shows when you open the menu from a coach's row inside a team. It applies right away.
Promote to Staff Admin. You choose their access next. See the next part.
Promote to Org Admin. This applies right away.
Demote to Staff Admin or Demote to Coach. These show on an org admin's row. Demote to Staff Admin opens the same access window as promoting. On a staff admin's row you see Demote to Coach, Promote to Org Admin, and Edit Staff Admin Access.
Their row shows a badge, ORG ADMIN or STAFF ADMIN. A team admin shows an Admin tag in their team. The person also moves to the Org Admins or Staff Admins section.
Give a staff admin access to some teams
A staff admin sees and oversees the teams you give them. You can give access to every team, or only some.
Open Admin, then the Staff tab.
Open the ... menu on the person's row.
New staff admin: select Promote to Staff Admin. Existing staff admin: select Edit Staff Admin Access. The Set Staff Admin Access window opens.
Choose one:
All Teams. The window says "This staff admin will have org-wide oversight across every team."
Selected access. Tick the teams, and the districts if you have any. Use Clear to start over.
Demote to Coach. This shows only for someone who is already a staff admin. It removes their staff admin role.
Select Save.
You can also set this when you add someone. In Add New Coach, set the first dropdown (it shows Coach) to Staff Admin. Then pick Districts or Individual teams. Leave both empty for access to every team.
What the row menu does
Select the ... at the right of a staff row to see the actions for that person. Org admins see the whole menu. The items change with the row:
Change to Coach or Change to Team Admin: change their role on that team.
Move to...: move the person to another team.
Remove from Team: take the person off the team. They stay in your organization.
Add to Team...: add the person to a team. It shows instead of the three items above on rows outside a team, such as in Unassigned, Org Admins, Staff Admins, or Search Staff results.
Promote, Demote, and Edit Staff Admin Access: change their level, as above.
Evaluations: score the person. See Build evaluation scorecards.
Coach Forms: open the person's staff forms. See Build staff form templates and see the Staff Forms report.
Onboarding: assign a new-hire checklist. It shows only when your organization has one. See Share learning videos and onboarding with your coaches.
Edit Profile: change their name, email, or photo, or reset their password. To delete a coach, see Edit or delete a coach.
Staff admins and team admins see only Evaluations, Coach Forms, Onboarding, and Edit Profile. Some organizations hide the evaluation, form, and onboarding items.
Common questions
Where do I find my org admins and staff admins?
On the Staff tab, in the Org Admins and Staff Admins sections at the top of the list. Only org admins see them.
Can a person be a team admin and a coach on the same team?
No. On one team, a person is either a team admin or a coach.
Do clients change when I change someone's role?
No. Clients stay with their coach.
It says "Pick at least one district or team, or switch back to All Teams."
You chose Selected access but did not pick anything. Save stays gray until you pick at least one, or choose All Teams.
What happens when I add a team to a district?
Staff admins assigned to that district automatically cover the new team.
Can a staff admin change roles or create teams?
No. Only org admins can do that.
How do I reset a staff member's password?
On the web, select Edit Profile on their row, then open the ... menu in the window. On the mobile app, open the + menu, tap Coaches (your staff label), tap the person, and find Account actions. Tap Reset password, then Send email. Or tap Set temp password, then Generate password. A sheet shows the password. Share it in a safe way. Demotu also emails it to them. Tap Done. They must change a temporary password the first time they sign in. If you see "Email could not be sent. Please share this password manually.", give them the password yourself. See Edit or delete a coach.
Why do I not see some of these choices?
Role changes show only to org admins. See Find your way around the Staff page for who sees what.