In the People section, schools can efficiently manage staff members and their access to Cialfo. It's essential to keep the People section updated and regularly review user roles and access permissions. It is recommended to review all settings and team structures at the beginning of the school year or whenever new members are added to ensure proper access and security.
On many campuses, certain individuals may hold hybrid or dual roles, such as Admin Counselor & Guardian, Counselor & Guardian, or Teacher & Guardian. To ensure proper account setup and access, it is essential to upload Guardians first before uploading Staff members for dual roles. This process helps avoid access issues and ensures that individuals with multiple roles can seamlessly manage their responsibilities on the platform.
There are two ways to add Team Members to Cialfo
Adding team members in Bulk
Adding a Team member manually one by one
Adding a Team Member Manually
Step #1 - In the upper right corner, click on the chevron and select People. Once in People, Click on the blue Add People and select "Staff".
Step #2: Complete the required fields
Step #3: Assigning Role Roles and permissions in Cialfo are strictly controlled by administrators. Counselors do not have the ability to change their own roles or permissions. Centralized administrative management ensures proper access control and security.
In Cialfo, there are three different roles a staff member can be assigned: Admin Counselor, Non-Admin Counselor or Teacher.
Important: If you do not select Admin or Teacher, then the role of Non-Admin Counselor will be assigned. A Non-Admin Counselor role is a great option for counselors who work with students in a socio-emotional role and does not provide university advising. All changes to roles, including upgrades and revocations, must be carried out by an administrator, ensuring centralized control over system permissions.
Team member accessibility and permissions are listed below: Administrative roles hold the sole authority to grant and modify permissions, ensuring alignment with the organizational policies and security requirements of the school.
Read here for full details on Team Roles & Permissions
Understanding Role Limitations in Cialfo
Cialfo emphasizes role-based permissions to maintain control and security. Individual users cannot create, modify, or manage their role assignments. All updates and adjustments must be carried out by an administrator. By enforcing these centralized controls, Cialfo ensures role and permission management aligns with the school's organizational requirements. If a staff member's role needs adjustment, refer to your administrator as only they can make changes to roles and permissions.
Registration Emails to Team Members
When a team member's profile is individually added in Cialfo, then a registration email is automatically sent to the new team member.
If you add team members via the Uploader, then registration emails are not automatically sent. You have two options for registering new team members.
1) If you are a Google school, the user can go to your school's Cialfo URL and use Google Single Sign-on to register.
2) Within the People section, select all or specific individuals that you would like to send a registration email to and click on "Send Registration Email".
Here is a sample Registration email sent to teachers:
Cialfo Pro Tip
Note that emails must be unique. If a staff member is also a parent or guardian of a student at your school, that staff member can either use two unique emails (one for each Cialfo role) or you must upload the guardians before uploading staff members. Please reach out via Chat with Cialfo or directly to your Client Experience Manager if you need support with creating dual roles.
Removing a team member
There are 2 ways to remove a teacher at Cialfo.
Method 1:
Select the person's name that you want to remove.
Click on "Edit profile"
Select "Deactivate user"
Method 2:
You can also bulk deactivate users by selecting multiple users and clicking on "Deactivate People"
And you're done! The person is no longer part of your Cialfo account nor can they log in.
What's New?
Improved Staff Role Selection When Adding Multiple Staff Members
Improved Staff Role Selection When Adding Multiple Staff Members
An issue was identified where the Role dropdown remained locked to the previously selected role when admins used the Continue Adding Another Staff option while adding multiple staff members.
This has now been fixed. The role selector correctly resets when the "Continue Adding Another Staff" flow is triggered, allowing admins to independently select the appropriate role for each new staff member.
If the role dropdown becomes locked while adding staff members, refresh the page and restart the staff-adding flow. If the issue persists, try adding staff members individually.
Staff Management Fixes
Staff Management Fixes
Admins reported that when editing a staff member's role from Teacher to Counselor, the change appeared to save but reverted to the original role on the next page load. This was caused by a bug in the role-update flow where the role assignment did not persist correctly. The issue has been resolved. Staff role changes now save and reflect immediately.
If a role change is not saving, try clearing your browser cache and repeating the update. If it persists, contact Chat with Cialfo.
How to Change a Staff Member's Role
Go to Admin Settings → Staff.
Find the staff member whose role you want to change.
Click on their name or the edit icon to open their profile.
Change the Role field to the desired role (e.g., Counselor).
Save the changes.
Ask the staff member to log out and log back in to ensure the new permissions are applied to their session.
If the Role Change Is Still Not Taking Effect
Ask the affected staff member to log out and log back in — some permission changes only take effect on the next login.
Clear browser cache and reload the admin panel.
If the role still appears unchanged after the above steps, contact Chat with Cialfo with the staff member's name, email, school, and the role change you attempted (e.g., "Teacher → Counselor").
Need More Help ?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].