🔒 You can add staff roles and credentials with the staffing add-on

Staff roles help you keep track of training, certifications, and professional development across your center. You can record credentials like First Aid or background checks on individual staff profiles and set up staff roles to categorize staff by their role or level, making it easier to plan schedules and monitor ratios.

Setting Up Staff Roles

Staff roles let you categorize staff by their role or level, for example, Lead Teacher, Assistant Teacher, or Teacher's Aide. Once set up, these categories are visible in the staff schedule and room overview, giving you an at-a-glance view of the staff roles present at any time.

Before you can assign staff roles to staff, you'll need to create them:

Go to Settings → Staff → Qualifications
In the Staff roles section, click + Add

💡 The first time you set up staff roles, you'll be offered a template with five pre-filled roles to get you started. You can edit these or add your own at any time

Enter a name, description, abbreviation, and color for the role
Choose whether staff with this role should count towards your ratio calculations in the staff schedule
You can assign the role to staff members directly from this screen if you'd like
Click Confirm

Permissions required

To manage staff roles, you'll need the Configure features permission. To assign them to staff, you'll need the Manage staff contract info permission. To view them, you'll need the View staff profiles permission.

Assigning Staff Roles

If you didn't assign staff while setting up your staff roles, you can assign them from a staff member's profile:

Open the staff member's profile and click About → Qualifications
Click Add staff role
Select the role and enter the date it takes effect from
Click Save

If you know a staff member's role will change in the future, you can schedule this by adding a second role with a future start date. Previous roles are kept and shown under Archived for reference.

Where Staff Roles Are Visible

Once assigned, staff roles appear in two places:

In the staff schedule, each staff member's role is shown alongside their shift. Hover over the abbreviation to see the full role name and whether it counts towards ratio calculations

In the room overview, staff roles are visible alongside staff, giving you a live view of the roles present in each room throughout the day

Managing and Deleting Staff Roles

To view, edit, or delete your staff roles, go to Settings → Staff → Qualifications. You can reorder roles using the Reorder button, and by clicking the pencil icon next to each role, edit existing ones, or delete roles you no longer need.

💡 Deleting a staff role removes it from all staff profiles automatically

If you only want to remove a role from one staff member, go to their profile, click About → Qualifications, click the pencil icon next to the role, and select the trash icon.

Staff Credentials

As well as staff roles, you can store individual credentials on staff profiles, such as certificates, first aid training, background checks, or any other credentials relevant to your center. These are stored on the staff profile for your records and do not appear in the schedule or room overview.

Setting up credential templates

Many common credentials are already available in Famly, such as First Aid Training, Background Check, and Safeguarding Training. You can edit these or add your own. When editing or creating a credential, you can choose whether it:

Includes an expiry date
Includes a certificate number
Includes levels, with custom level names if needed

Creating a custom credential

If a credential isn't in the default list, you can add your own:

Go to Settings → Staff → Staff qualifications
Find the Credentials section
Click + Add and fill in the title and relevant details
Click Save

Deleting a credential template

To delete a credential you no longer need:

Click on the credential in the list
Select the pen icon
Click the bin icon to remove it

💡 You cannot delete a credential that is currently linked to a staff member, whether their profile is active or withdrawn

Adding Credentials to a Staff Profile

Once a credential has been set up, you can add it to individual staff profiles:

Go to the staff member's profile and scroll down to the About section
Click Add credential in the Credentials section
Select the credential and fill in the relevant details
Upload supporting evidence such as a certificate if needed
Click Confirm

Expiry dates

If the credential you select includes an expiry date, you can add it into the form for reference.

💡 Staff members will not receive a notification when a credential is due to expire

Staff Roles and Credentials