Admin members form the backbone of any successful Classlist site, from your faithful Class Reps to the Community Rep organising a one-off Easter Egg hunt. To make it easy for you to communicate with each other, all parents with admin status are automatically members of the Ambassadors and Reps group.
NB: A parent must be an existing approved member of your Classlist site before they can be assigned admin status(es) (except in the case of school StaffAdmins who are set up a little differently).
See our summary table to compare the permissions for all admin roles. To see who currently has admin status look at the 'Reps & Admins' page on the admin side (or parent side under 'my school').
There is no limit to the number of admin roles you can have at your school and parents can have more than one role - Staff Admins can only have one admin role as they don't have parent side access.
NB: Only Ambassador or Staff Admin Plus accounts can assign admin status to other members. You can't change or add your own admin status - you'll need to ask another Ambassador or Staff Admin to do this for you.
This article covers the following topics:
Ambassadors, Class Reps and Community Reps
Changing or Deleting Admin Status
There are several ways to assign admin roles
- From the 'Reps & Admins' page on the admin side click the assign button in the relevant section for the Admin role you wish to fill, then enter the name of the parent. You can add a job/role title label if you wish. You can add Ambassadors, Class Reps & Community Reps this way. For School Staff click invite from this page and fill in their details to email them an invite.
- From the 'All Parents' page on the admin side via a parent profile (not for Staff Admins). Search for the parent you want to appoint on the 'All Parents' page, (you can filter by class or by starting to type their name in the search box). Click on their name to go to their profile, then click 'Change Admin status' (next to the pink cog-wheel icon - see below). You can then select which admin role you want to assign. You can also remove or change roles from here.
- On the 'Approve Parents' page on the admin side, via the recently approved list (not for Staff Admins). After approving the parent, find them in the 'recently approved' list. Click on the chevron to the right of their name to go to their profile, then click 'Make Admin' (next to the pink cog-wheel icon). You can then select which admin role you want to assign. If you want to add a job/role title you will need to follow this step with one of the previous methods.
- For schools using the sync wizard to integrate with their database, there is an option to assign admin roles when inviting parents.
Parents can also volunteer to be an admin via the reps & admin page on the parent side. This will send a message to the ambassadors who can decide on the next steps.
Ambassadors, Class Reps and Community Reps
Please be aware that these roles are intended for parents on Classlist, and whilst some schools do have staff members in Ambassador roles it is worth reminding them that it may be best for them to allow parent to parent communication to be the primary use of Classlist. For instance, if Staff always answer parent questions it can reduce the parent to parent communication on Classlist in some cases, as other parents may not want to jump into the conversation.
NB: When setting up class reps for a year group you need to add admin status for each class in the year separately, rather than typing in the year group. Class names must match the class name on the school structure (choose from the dropdown list) or you won't be able to proceed.
Ambassadors & Reps Group
This group is auto-populated with everyone who has admin status. If someone is given admin status they will be added to the group, and if someone's admin status is removed, they will be removed from the group. As an automated group there is no group owner. This has been designed to make it easy for all the admins to communicate with each other in one place.
If you want different sections of admins to have smaller break away groups, eg for only class reps, or for only those involved in organising a disco, you would need to set them up separately using the groups feature on the parent side. However, if the members of these smaller groups change regularly, the group owner would need to add and remove people as this wouldn't be automatic.
For a Class Rep Only group - If class reps require their own group then set up a new closed group rather than reusing an old one. Follow the instructions for creating a group then when adding members, type in 'Ambassadors and Reps' in the 'add members' section - as if you were going to add that whole group to the new group. But before saving the group, click on the chevron to the right of Ambassador & Reps and that will show all the group members. You can remove the people who aren’t Class Reps before saving the group.
Job/Role Labels
We understand that the roles we have given may differ to those used at your school and PTA. This is where the handy 'labels' feature comes in. When you assign a parent an Administrative role, you are given the option of adding a label, you can use this to describe their role eg a Community Rep may be labelled as an Events Coordinator or Treasurer etc.
Multiple Roles
A member can have more than one administrator role assigned, but you need to assign each role separately, you can't do both roles in one action. Eg If your year group has more than one class and you want class reps to work together to cover all the classes in the year, they need to be assigned to each class separately. Click on the 'change admin status' cogwheel on a parents profile page to add each admin role.
A parent can be a Class Rep for multiple classes, even if they do not have a child in that class. However, if they don't have a child in the class they will only be able to send Announcements to the class rather than post on the class feed. If they need to send posts, they can post to the whole year group (which includes all classes),
Please note, a Staff Admin cannot have another role as the other roles are all parent roles and staff admins can't access the parent side of Classlist.
When classes are removed
If classes are deleted on the school structure, any Class Rep associated with the class will move to the Class Rep unassigned category which can be found at the bottom of the Reps & Admins page. From there, you can reallocate them to their new class or remove their rep status by using 'Change Admin Status' in their profile.
Changing or Deleting Admin Status
Only Ambassadors or Staff Admin Plus users can assign or remove admin status for other members. To do this go to the parent's personal profile (admin side, 'all parents' page) then tap 'change admin status'.
The dialogue box (shown below) allows you to remove admin status completely or add an additional role. Parents will be notified of the changes you make.
Before deleting an ambassador account, check that any events that the Ambassador has created are assigned new event organisers, otherwise the event will show as 'staff name (deleted)' and you won't be able to access it to make changes.
NB: choosing 'remove admin status' will delete all admin roles for that parent. If the parent holds several roles and you only want to remove one, you will need to 'unassign' the one you don't want from the previous screen.
Handing over Ambassador role to someone else
Volunteers and Staff do change over time so you may need to hand over the Ambassador role at some point. Schools can't be left without an ambassador.
- First you will need to appoint a new ambassador.
- You can do this on the admin side 'Reps & Admins' page. Find the person and click the 'Assign' button in the ambassador section.
- Once you have assigned a new ambassador they will need to remove or change your admin status as you can't change your own admin status.
School Staff Admins
Inviting School Staff is slightly different, as you are not assigning a parent to a role, but rather inviting a new member of school staff to join Classlist. You do this on the Reps & Admins page on the admin side.
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