The easiest way to create avoidable risk is to lose track of who still has account access. This page covers the Settings users area in Classia, including invites, removals, and access hygiene during busy terms. It is written for real studio conditions where rotas change quickly and admin tasks are often done late. You will leave with a practical routine that keeps access tight without blocking daily work.
Start with the common failure pattern
A studio has nine staff memberships. Two left last term. One is still active. Another has a pending invite that nobody recognises. Late in the day, the owner wonders which accounts are safe to remove.
This is common. The fix is to separate three actions and handle them in order:
- Review current users.
- Review pending and historical invites.
- Remove or resend with clear ownership.
Do not start by sending fresh invites. Clean first, then add.
What the Settings users page controls today
In Classia, Settings > Users gives you two operational tables:
Users: current account members, with role and remove action.Invites: invitation records with status and resend/revoke controls.
The invite dialog sends an invitation to join the account as admin. This flow is explicit in current behaviour and is useful for trusted core operators.
The invite copy is deliberately neutral around email validity. That protects privacy and reduces user-existence leakage.
Invite lifecycle in plain terms
Account invites move through statuses such as pending, accepted, revoked, and expired. They also carry sent timestamps and expiry.
Key points for operations:
- Invite links expire after 14 days.
- Resend rotates the invite token and extends expiry.
- Revoke marks the invite as revoked and stops further use.
- If an invite is accepted, the user joins the account membership set.
Example: replacing holiday cover quickly
A London yoga studio has one admin on leave for two weeks. They send one admin invite to a temporary cover coordinator on Monday. By Friday the invite is still pending. The owner resends from the invites table and documents the cover end date in notes.
This is safer than sharing a login and easy to reverse.
Removing users safely
Removing membership is not just hiding the name from a list. Classia also clears that user’s sessions for the same account.
There is one hard stop: you cannot remove the last admin. If removal would leave no admin, Classia blocks the action.
That rule matters most when a sole owner tries to remove themselves while handing over to a new manager. Add and accept the replacement admin first, then remove old access.
Example: end-of-term staff departure
A swim school with 14 teachers and two admins loses one admin at term end. The owner verifies the second admin is active, removes the departing user, and confirms sessions are cleared. No password resets or shared credentials are needed.
Keep admin invites separate from portal invites
Settings users is for account-level admin access. Parent and participant portal access is a different path.
Parent and participant invites are relationship-based and provisioned from enrolment and person invite flows when email and account conditions are met. Mixing these in your own process creates confusion and can grant broader access than intended.
A practical rule:
- Need account administration? Use Settings users.
- Need parent or participant portal access? Confirm profile and enrolment route.
Weekly access audit that takes 15 minutes
During term, run a fixed audit once a week:
- Review all users with admin role.
- Check pending invites older than seven days.
- Revoke stale invites you cannot trace.
- Confirm any departed staff are removed.
- Record one named owner for invite decisions.
That single routine prevents most "who invited this" and "why can they still sign in" moments.
Example: busy half-term handover
A martial arts school runs 18 sessions per week and rotates weekend staff. They assign invite ownership to one operations lead. All access changes go through that person each Friday. Admin count stays stable, and audit questions drop.
Avoid these slips
- Inviting every senior teacher as admin "for speed" without review.
- Leaving pending invites open for weeks without owner follow-up.
- Trying to remove the only admin during handover.
- Using account-level admin invites where a parent/participant portal invite is needed.
- Forgetting to remove access after temporary cover ends.
What this is not designed for
This area is not designed for shared team credentials, broad temporary super-user access, or unmanaged contractor sign-ins. If emergency access is needed, set a clear expiry and review it within seven days.