Add a sub-admin (staff member)

Before you start

A sub-admin must be given at least one room, so create your branch and rooms first. If the form says Halls you can assign right now: 0, you have no rooms yet. See Set up branches, rooms, seats and plans.

Add a sub-admin

1. In the sidebar, open Settings, then Staff / Sub Admins.
2. Tap Add Sub Admin.
3. Fill in First Name, Last Name and Gender. In Degree, type a degree and press enter. The photo is optional.
4. Enter their Phone Number. They log in with this number. If their WhatsApp is on a different number, switch on WhatsApp Number and enter that number too.
5. In Assigned Rooms, pick the rooms they will look after. They will only see students in these rooms.
6. Tap Create Sub Admin.
7. A box titled Login link for their name opens. Tap Open in WhatsApp to send them the link, or Copy link to share it another way. Then tap Done.

When they tap the link, they are logged in to your dashboard with no password. The link works for 48 hours. After that they can log in with their phone number and a verification code, or you can send a new link.

What a sub-admin can see

• They can use: Dashboard, New Admission, Payment Approvals, Enquiries, Notices, Tutorials, Entry & Exit, Cameras and Complaints. They only see students in the rooms you gave them.
• They cannot see: Settings, Income & Expenses, Reports, PG / Hostel and Past Members.

Send a new login link

Has the link expired, or did they lose it?

1. Open Settings, then Staff / Sub Admins.
2. On their card, tap Login link.
3. Tap Open in WhatsApp or Copy link.

See how much a sub-admin collected

On their card, tap Money collected. You will see the money collected, payments taken, new students added and plans continued. You can view This month, Last month, Last 3 months or All time.

Change their rooms or details

1. Tap the pencil icon on their card.
2. Change Rooms Allocated or any detail.
3. Tap Update Sub Admin.

Tell sub-admins when a student joins

This is off unless you turn it on. Go to Settings, then Payment & Receipts, then Getting paid. Under Automatic messages, switch on Tell Sub-admins about new admissions. Each copy they receive costs one message.

Remove a sub-admin

1. Tap the red bin icon on their card.
2. Read the warning, then tap Yes, Delete Permanently.

The admissions and payments they recorded stay in your records.

"This phone number is already taken"

One phone number can belong to only one account. The red box tells you who already has it:

• Already a sub admin in your library — tap Open with their name and edit them instead of adding them again.
• The owner account of this library — use a different number for the sub-admin.
• A student in your library — enter a different number for the sub-admin.
• Another account on My Abhyasika — use a different number.