What this helps you do
You can invite the front office, an assistant principal, the athletic director, activity coordinators, the volunteer coordinator and campus leads onto the team, and give each one the right level of access. Each person signs in as themselves, so you always know who sent what. Owner has everything, including billing and the Blasts account connection. Admin reaches every audience and manages the team and integrations. Coordinator, which is the leader role and where an athletic director, a club sponsor or a campus lead belongs, is granted specific audiences: on the Team screen you tick, per audience, whether that person may send to it and whether they may read its replies. Viewer is read-only.
When to use it
Use roles when you want the athletic director to handle a cancelled practice without touching the rest of the school, when the volunteer coordinator should run chaperone calls alone, when a campus lead in a small district should reach only their own building, or when a board member or business manager wants to read along without sending.
How to do it
- Open Team.
- Invite a person by email and pick a role; they sign in with an email code or through the Blasts app.
- For a Coordinator, open Edit grants and tick Send and Read replies on the audiences they should have, for example only Athletics for the athletic director. Everything you leave unticked is listed as what they cannot reach.
- Review Access requests: a teacher or coach who connected as a parent and asked for Hub access appears here. Nobody gets in unless you approve, and you pick the role first.
- In Settings, decide whether a Coordinator's Blasts need an administrator's approval before they go out.
- Add a passkey on Home so step-up confirmations use Face ID, Touch ID or your device PIN.
Example
The principal invites the office manager as an Admin, the athletic director as a Coordinator granted Athletics, the drama and band sponsors as Coordinators granted Activities & Clubs, and the business manager as a Viewer. Coordinators handle cancelled practices and moved rehearsals themselves; only the principal and the office can send to All Families, and that send asks for a passkey.
Good to know
- A Coordinator only sees replies from the audiences they are granted, so a parent's note to the athletic director never lands in the band sponsor's inbox.
- Sending to All Families, changing roles and removing users all require a fresh step-up confirmation.
- The audit trail on Home records who sent, approved, invited or changed what, useful when someone asks who announced the early dismissal.
- Grants are per audience, not per person: to give a coordinator a new team, grant that team's audience.
- Approval before sending is worth turning on where several coordinators share the channel, so the tone and the timing stay the school's.