# Add GoLearn Staff Users and Fix Access and Permissions

HTML version: [Add GoLearn Staff Users and Fix Access and Permissions](https://support.gladstonesoftware.cloud/golearn/add-golearn-staff-users-and-fix-access-and-permissions)

## Problem
GoLearn superusers and swim school managers need to add a swim teacher or staff user, set group permissions, and fix problems opening [GoLearn](../guides/glossary.md) from [Gladstone360](../guides/glossary.md).

## Resolution

### Add a new swim teacher or staff user

1. **Open Add User**
   - Go to `Settings > Users & Groups > Users > Add User`.

2. **Set the login details**
   - Create a username. Usernames can't contain a full stop.
   - Set a password.
   - Set a Coach Portal PIN.

3. **Give the user access**
   - Give the user a home centre and the regions and courses they need.
   - Add them to the right group.

4. **Match the Gladstone360 login (if applicable)**
   - If they'll open GoLearn from the GoLearn icon in Gladstone360, use the same username and password they use in Gladstone360.

### Check group permissions

1. **Open Users & Groups**
   - Go to `Settings > Users & Groups`.

2. **Check for Deny settings**
   - Check the group isn't set to **Deny** for things it needs, for example a Teachers group denied access to classes in Coach Portal.

3. **Allow reports (if applicable)**
   - Report access is set per group. Set it to **Allow** for groups that need reports.

4. **Check superuser status**
   - Superuser status is ticked on the user.

## Notes

- **Before you start:** only **superusers** can add users. If you don't have superuser access, Gladstone support can set the user up. GoLearn users don't need Remote Desktop access.
- The username and password must match in Gladstone360 and GoLearn for the GoLearn icon in Gladstone360 to log staff in.
- You can't block staff access to GoLearn at weekends or by day. You can submit a [feature enhancement request](https://hello.gladstonesoftware.com/feature-enhancement-request).
- For help with new features (for example after the V3 update), use the GoLearn knowledge base articles and release notes. To arrange training, speak to your account manager.
- **Troubleshooting:**
  - **Teacher can't see their classes in Coach Portal:** the group is set to **Deny**, or the user has no home centre, regions or courses. Set the group to **Allow** and give the user the right home centre, regions and courses.
  - **Can't switch users in Coach Portal:** the group permission is set to **Deny**. Check the group permissions in `Settings > Users & Groups`.
  - **Staff group can't see reports:** report access isn't allowed for the group. Set report access to **Allow** for that group.
  - **Error when clicking the GoLearn icon in Gladstone360:** the username or password doesn't match. Set the same credentials in GoLearn as in Gladstone360.
  - **Can't save a new username:** it contains a full stop. Remove the full stop.
- **Common questions:**
  - **Does a new GoLearn user need Remote Desktop access?** No.
  - **Can we stop staff logging into GoLearn at weekends?** No. You can submit a [feature enhancement request](https://hello.gladstonesoftware.com/feature-enhancement-request).
- **Contact Gladstone support** if you don't have a superuser and need a user set up. Include the person's name, their role and the site they work at.
- Related: [How to Add a User](how-to-add-a-user.md), for every field on the Add User screen; [Which Permission Enables the Switch User Functionality in CoachPortal](which-permission-needs-to-be-enabled-to-be-able-to-use-the-switch-user-functionality.md); [Introduction to GoLearn V3](introduction-to-golearn-v3.md).