Why invite a co-administrator
Most microschool operators start solo. By the second year, almost every operator we talk to has someone helping with attendance, family communication, or billing. CohortLedger has a co-admin role so that person can log in, do their job, and not have access to the operator-only settings (entity, plan, danger zone).
1. Open Settings → Team & access
Click Settings in the sidebar, then scroll to Team & access. The current team is listed in a tabular row (Name / Email / Role / Added / Remove). The owner (founder) is locked at the top.
2. Three roles available
- Owner — full access, only one per school, locked from removal or role change
- Admin — full operational access (students, billing, attendance, compliance, audit packet) but cannot edit the operating entity, the plan, or trigger danger-zone resets
- Viewer — read-only access to Overview, Students, Billing, Compliance, Reports. Cannot mark attendance, send invoices, or change records
3. Invite the team member
In the Add team memberrow at the bottom of the team table, enter the person’s name, email, and role. Click Invite. CohortLedger sends them an invitation email with a one-click link to set their password and log in.
4. Change a role later
From the team table row, click the role dropdown to change Admin ↔ Viewer in place. The change takes effect on the team member’s next page load.
5. Remove a team member
Click the Remove button in the team row, then confirm. The removed user loses access immediately. CohortLedger keeps the audit log of what they did while they had access — removing access does not erase history.
Two-person workflow that works
A common pattern: Owner (founder) handles the operating entity, plan, and direct family relationships. Admin (lead teacher or office manager) handles attendance, invoicing, and quarterly compliance. The owner sees everything; the admin does most of the operational work.
Next
With your team set up, the audit packet can be generated by either the owner or an admin. Viewers can read it but cannot regenerate it.