Managing Members & Roles

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

Most families and first-time teachers come in through your join link and an application. A separate Invite tool on Admin › Members lets you add someone directly — Admin, Teacher, or Family — and skip the queue.

The Members list itself shows each person’s photo or initials, name, role, and how long ago they last used HomeschoolGo, so you can spot an account that’s never signed in at a glance. Use the search box to find someone by name or email, the role and status filters to narrow the list (for example, everyone who’s never signed in), and the sort control to order by role, name, join date, or last active.

A third way records land in your roster is a CSV import of your old records, done for you during onboarding. Those families show up in the directory right away, but each one carries a Not yet activated badge until a parent signs in and goes through their term’s Confirm your information review. That first sign-in is what turns an imported record into a fully active member. The badge is informational only and doesn’t restrict anything the family can do once they sign in.

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. Reject closes 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 member button — 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 record in 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.

A newly invited member shows a Can sign in badge in the Household Members list. If the invite email never arrived, a Resend invite link appears next to their name until they sign in for the first time — click it to send a fresh setup link.

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 Profile and 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 Families page. 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 still sign in to HomeschoolGo — suspending doesn’t lock their account — but instead of reaching your co-op’s dashboard they land on a page telling them their membership is paused, and they’re hidden from the Families page. Their record, enrollments, and payment history stay intact the whole time. Click Reactivate on the same record at any time to restore them.

Suspend is reversible and keeps everything intact, so it’s the right first move even for a family that’s leaving for good. It keeps their history in your ledger without giving them access. If you need to erase a family’s records entirely rather than just lock them out, see Permanently deleting a family below.

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.

For the rare case where a family’s records need to be erased outright (a duplicate created by mistake, an unclaimed import, or a formal deletion request), you can permanently delete a family from Families. Open the family, click Edit, and look for the Danger zone at the bottom of the panel. This is separate from Suspend and cannot be undone.

Deletion is only offered once a family is already withdrawn, so you always meet the reversible option first. Before you can delete, you’ll type the family’s own name to confirm and, if they have payment history, explicitly acknowledge it.

By default, a teacher only sees rosters for classes they’re assigned to teach. On Admin › Settings (General tab), 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. It’s an org-wide switch, not a per-person permission, which is why it lives with the other feature toggles on Settings rather than on a member’s own record.

From their Roster tab in Teaching, a teacher can click Download CSV to export their class’s roster — name, grade, allergies, dietary restrictions, 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 Families page, 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 the Bulk invoice button 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 on the Families page 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.

Can I see every application a family has ever submitted, not just their most recent one?

Yes. Open a family’s row on Admin › Members, open their Member actions menu, and choose View applications. It lists every membership application linked to that family across every term, not just the one that got them approved.