You can Add or Invite a new staff member to SmartCentral.

If you just want to manually add a staff member so they can login and don’t need an email sent to them, follow the ‘Add’ steps below. If you want to Invite a staff member so they get an email with a pin follow the ‘Invite’ instructions. We recommend you invite staff, it’s a faster process.

ADD a new staff member

To add new Staff to SmartCentral (so they can login) please do the following steps:

Create a Staff login

This creates a unique SP ID which is needed later. you can skip this step only if they already have a SmartCentral account registered with their email address.

  1. Go to Accounts > Log Out
  2. Go to Register a new account
  3. go to Log In > Sign Up a New Account
  4. Register the staff or educator with a unique email address, ticking the terms and conditions and click on ‘I’m not a robot’. Log out & repeat for each new educator.
  5. Log out

Attach the new staff account to your organsiation

This allocates them to your organisation. You only need to do this once per organisation.

  1. Log back in as yourself.
  2. Go to People > Staff then add the new staff member by adding their email address and select sign in or staff or admin and click Save

Invite a new staff member

Go to People > Staff & press Invite

Enter the staff members email address, Enter their First and Last name and choose their role and select which services they should have access to (if you have multiple centres), then Save.

Depending on the role you assigned, they will get different emails. Admin & Staff roles will receive a link to sign in with their password & pin. Sign in roles will just receive an email advising them of their pin number.

Email sent to Admin & staff will look like this.

Admin Staff email

Email sent to Sign In will look like this.

Admin SignIn email


  • Staff: have access to the Rolls, children screens and emergency reports
  • Admin: have access to all screens
  • Sign In: has access to the digital attendance sheet only
  • Pin Only: Can only use their PIN on relevant screens, no access to login