Contacts
Contacts are the staff, coordinators, or volunteers who have access to your school's MSM system. You can give each contact admin access and control exactly which sections and student groups they can see. Go to Contacts in the main menu to get started.
The contacts list
The contacts list shows all staff and coordinators with login access or records in the system. Click any row to open the contact record.
| Column | What it shows |
|---|---|
| First Name / Last Name | The contact's name |
| Email | Their login email address |
| Tags | Any labels assigned to this contact |
| Role | Their role at the school — displayed as a coloured badge e.g. Tutor, Committee Member |
| Access | A tick if login access is currently enabled for this contact |
| Last Login | The date they last logged in to the MSM admin system |
Three filters sit above the list: Filter by contact name, Filter by tags, and Filter by role.
Adding a contact
Adding a contact is a two-step process — first you enter their details, then you set their access permissions.
- Go to Contacts in the main menu
- Click + Add in the top right
- Fill in the contact details form:
| Field | Notes |
|---|---|
| First Name | Required |
| Last Name | Required |
| Email | Required — used for login and MSM emails |
| Role | Their role(s) at the school — e.g. Tutor, Committee Member. Click + to add multiple roles. |
| Mobile | Contact phone number |
| Tags | Optional labels for filtering — click + to add |
| WWC No | Working With Children card number |
| WWC Type | Volunteer or Full |
| WWC Exp | Expiry date of the WWC card |
| DOB | The contact's date of birth |
- Click Next to proceed to the permissions step
- Configure login access and permissions (see Permission tab below)
- Click Save
After saving, a Send Invite button appears on the Permission tab. The login invite is not sent automatically — you must click Send Invite to notify the contact of their login link.
Details tab
The Details tab shows all the contact's personal information. The contact's name appears in the top right of the record for reference. Edit any field and click Save.
| Field | Notes |
|---|---|
| First Name / Last Name | Required |
| Email | Login email — changing this updates the address used for MSM access |
| Role | Their role(s) at the school. Click + to add additional roles, or click × on a role to remove it. |
| Mobile | Contact phone number |
| Tags | Optional labels for filtering |
| WWC No / WWC Type / WWC Exp | Working With Children check details |
| DOB | The contact's date of birth |
Any custom fields your school has set up for contacts also appear here.
Note: To delete a contact, click Delete Contact at the bottom right of the Details tab. Deleting a contact removes their login access and all their records from MSM.
Permission tab — access & permissions
The Permission tab controls whether a contact can log in to MSM and what they can see once they do. Open a contact record and click the Permission tab.
Enabling login access
Toggle Contact Login Active on to give this contact access to the MSM admin system. Toggle it off to disable their access without deleting the account — useful for contacts who are temporarily unavailable or have left the school.
Full Admin Access vs limited access
| Setting | What it means |
|---|---|
| Full Admin Access — on | The contact can access every section of MSM with no restrictions |
| Full Admin Access — off | The contact only sees the sections and student groups you specifically enable below |
Limited access — Menu Items and Student Groups
When Full Admin Access is off, two panels appear below — Menu Items and Student Groups. Toggle on exactly what this contact should be able to see.
Tip: A typical band coordinator might have Dashboard, Events, Forms, Students, and Instruments turned on, with access limited to only the groups they manage — keeping them focused on their own program without seeing unrelated data.
Click Save after making any permission changes.
Sending a login invite or password reset
Once Contact Login Active is on and the record is saved, a button appears at the bottom right of the Permission tab:
| Button | When it appears | What it does |
|---|---|---|
| Send Invite | The contact has never logged in before | Sends them an email with their login link for the first time |
| Password Reset | The contact has previously logged in | Sends them a password reset email so they can set a new password |
Note: The invite or reset email is not sent automatically when you create or update a contact. You must click the button to trigger the email. Contact Login Active must be turned on for the button to appear.
Emailing contacts
- Tick the checkboxes next to the contacts you want to email
- Click Email in the top right toolbar
- Compose your message or choose a saved template
- Use variables to personalise each email:
[Contact_First]— contact's first name[Contact_Last]— contact's last name[Contact_Email]— contact's email address
- Click Send
Quick reference
A handy reminder once you are familiar with the system.
| Task | Where to go |
|---|---|
| Add a contact | Contacts > + Add |
| Edit contact details | Open contact > Details tab |
| Delete a contact | Open contact > Details tab > Delete Contact button |
| Give a contact login access | Open contact > Permission tab > toggle Contact Login Active on |
| Give full access to everything | Open contact > Permission tab > toggle Full Admin Access on |
| Restrict access to specific sections or groups | Open contact > Permission tab > Full Admin Access off > set Menu Items and Student Groups |
| Send a first-time login invite | Open contact > Permission tab > Send Invite button |
| Reset a contact's password | Open contact > Permission tab > Password Reset button |
| Disable a contact's access | Open contact > Permission tab > toggle Contact Login Active off |
| Email selected contacts | Select contacts > Email button |