Give every instructor and staff member their own NextKick account so you can control what they see and track their hours. This guide shows how to add a staff member and set their permissions.
Before you start
Staff management is included in the Pro plan.
Each staff member needs their own email address.
Step 1: Open Staff Members
Go to Staff → Staff Members.
You'll see your staff with their phone number, role and status.
Click Add staff.
Step 2: Enter the staff member's profile
Fill in the Profile section. Fields marked with * are required.
Field | Required |
Photo | No |
First name / Last name | Yes |
Yes | |
Phone number | Yes |
Date of birth | No |
Gender | Yes |
Address | No |
Step 3: Choose a role and hourly rate
Under Work Details:
Choose a Role, such as Owner, Head Master, Master, Head Instructor, Instructor, Assistant, Office Manager or Staff.
Enter an Hourly Rate if you pay this person by the hour. NextKick uses it to calculate pay from their clock-in and clock-out times.
The role sets the staff member's starting permissions. You can change them in Step 6.
Step 4 (optional): Add emergency contacts
Click Add emergency contact.
Enter the contact's First name, Last name, Relationship, Email and Phone number.
Click Add another emergency contact to add more.
Step 5: Save the staff member
Click Add. The new staff member appears in your Staff Members list.
NextKick emails the staff member a temporary password. They use their email and that password to sign in to NextKick at school.nextkick.ai.
Tip: If a staff member doesn't see the email, ask them to check their spam folder.
Step 6: Set their permissions
Go to Staff → Staff Members and click the staff member's name.
Open the Access Control tab.
Each section of the admin (Home, Accounts, Payments, Settings and so on) lists its pages. For each page, choose one level:
Level | What the staff member can do |
Full Access | View and make changes |
View Only | See the page but not change anything |
No Access | The page is hidden |
When you're done, click Save at the bottom of the page.
Tip: If you change a staff member's Role later, their permissions reset to that role's defaults. Check the Access Control tab again after changing a role.
Manage a staff member
Open a staff member's page to:
Change their status: use the status dropdown next to their name. Inactive staff can't sign in to NextKick, so set someone to Inactive when they leave your school.
Find their Staff ID: it's under Basic Details. Staff enter this number to clock in and out on the kiosk.
Edit or delete them: click More, then Edit staff details or Delete staff.
See their hours: the Work History tab lists each check-in and check-out with hours and hourly rate. Choose a date range and click Export to download it.
FAQ
Can a front desk staff member take payments without seeing all invoices? Yes. In Access Control → Payments, give access to Invoices Detail and Invoices Payment, and set Invoices to No Access.
Why did a staff member's permissions change? Changing their Role resets their permissions to that role's defaults. Set them again in Access Control.
A staff member left. How do I remove their access? Set their status to Inactive. They can no longer sign in, and their work history stays in NextKick.
Can I hide revenue from instructors? Yes. In Access Control → Home, set Revenues to No Access. Do the same for Reports if needed.