How to create a 'Role'

Before you invite your staff members to use the app, make sure to allocate certain permissions to different staff roles. To create a 'Role':

  • Log in to the app and click 'Get Started'

  • Next, click on 'Staff'

  • In this section, you have three tabs. Click on 'Roles'

  • Now you have access to all of the roles that come as standard in the app. If you would like to create your own custom role, click on 'New Role'.

  • A new window will open, where you can name the role and then assign the permissions you'd like to assign to that title.

  • Once you're happy, click 'Create'


An overview of 'Permissions'

To ensure everyone has access to only the information and settings they need, the app has a thorough list of 'Permissions' for the 'Roles' in your setting. The permissions are as follows:

Basic:

  • Can access the app without being signed in to the setting - this allows staff members to access the app away from the setting.
    If this permission is not checked, staff members will only be able to gain full access of the app if they are signed in to your setting, either via the Sign In screen or through the nursery overview. Their access is also limited to -/+1 hour outside of opening hours.

  • Manage Head Counts: Allows the staff member to create head counts and lists thereof

  • Access to basic child and employee info - if checked, this allows staff to access to see the basic profile tabs and contacts tab of staff and children.
    This does not include health and sensitive information. It also allows them to see Calendar tab of children . Finally this permission is required to have access to the apps section. Without this permission you cannot see any apps.
    It gives access to the following apps: Sign In/Out (still need permission to actually sign someone in/out), Menu, Documents, Room Planning, Lists, Attendance Report, Famly Report. This is also a precursor to the Child Development app. Additional apps will require additional permissions.

  • Sign staff in and out: if checked, this allows staff to sign staff in and out of the setting.

  • Sign children in and out: if checked this allows staff to sign children in and out of the setting.
    You must have this checked to use the Sign In/Out screen.

Communication & Events:

  • See the common calendar: this allows staff to see the Setting's Calendar along with setting's events and closing days.
    Without this permission staff would only be able to see their own calendar.

  • Create events for parents and staff: this allows staff to create events and invite staff and/or parents.
    These will appear in the Setting Calendar.

  • See all sent posts: this gives staff access to the Setting Newsfeed and all posts sent from nursery employees.

  • Send posts to parents and staff: this allows staff to send posts to parents and staff on behalf of themselves, their room or the nursery as a whole.

  • View and write messages to parents: this allows staff to view and write messages to parents as a member of the room.
    The messages will be sent from a room, not from the individual. Any other staff member that favourites this room will be able to see the messages.

  • Send messages directly to parents (not via team): this allows staff to send private messages to parents on behalf of themselves.
    Only the staff member and the parent recipient will be able to view the messages.

  • Send messages to all employees in the organisation: this applies only to multiple setting chains that have been set up as organisations in the app. This allows staff to message staff in other settings within their organisation.

  • NOTE: staff can always message each other in the app, without permissions.

Sensitive info:

  • Access staff attendance records: this allows staff to see the Staff Hours app.

  • View and edit staff contact info: this allows staff members to view other staff member's info, and edit it if necessary.

  • View sensitive staff info: this allows staff to see the calendar tab, sick days, holidays, working hours, phone number and address of staff. They will also gain access to the Staff Hours app.

  • View sensitive child info: this allows staff to see the Health and sensitive information section of the child's profile.

  • See and edit protected addresses: this allows staff to mark and edit an address as protected.
    Protected addresses cannot be viewed without this permission and will generally not show up throughout the platform (for instance in the List app).

Plans & Invoicing:

  • Can set up and manage Famly Pay: this gives a staff member access to the Famly Pay setup page.

  • Manage Financial and Occupancy Settings: this gives staff access to the Invoicing Profiles, Pricing, and Invoice Settings.
    They can then create Pricing Groups, create Attendance Schedules, create Sessions, Products & Discounts, and format the Invoice layout. Though Plans appears, they will not have access to it.

  • Manage plans for children: this allows staff to add and edit plans for children from both the Manage Plans & Booking Patterns page in Settings and from the Plans tab of each child's profile.

  • Manage advanced plans for children: this allows staff to use settings when creating a plan. Currently the only advanced setting is to override the annualisation method.

  • Manage invoices for children: this gives staff access to the Invoicing tab of a child's profile.
    From this tab they can Add Bill Payers and perform all actions related to Bill Payers. They can also create Invoices, add Payments and add deposits.

  • Show Occupancy Reports: this gives staff access to the Occupancy report, which currently reports on Nursery wide occupancy.

  • Show Financial Reports: this gives staff access to the Revenue and Debt app, which allows you to monitor revenue and public funding, issue invoices and collect debt.

  • Manage Payments for Bill Payers: This pulls the ability to add/edit payments out from the "Manage Invoices for Children" permission.
    Those who have the "Manage invoice for children permission" will automatically get the new "Manage Payments for Bill Payers".

Child Development:

  • Manage Observations: this allows staff to create observations for children and access the Learning Journey on a child's profile as well as access the Child Development App.
    If they only have this permission the observations will be sent to the manager with permission to review and send.

  • Review and send observations: observations that have been created will be sent to a staff member with this permission and found in the Child Development App. This staff can then add comments, request changes or post the observation.

  • Manage activity library: this allows staff to edit and post activities in the app.

Administration:

  • Manage Famly subscription: allows staff to request a trial of another package through the app.

  • Create Children and Staff: this will give staff access to the Children box in settings and the ability to create children.
    Staff can also create new staff from room overviews.

  • Create Departments and Groups: this will give staff access to the Rooms box, allowing them to create and edit rooms.

  • Edit opening hours, info etc.: this allows staff to edit information in the Settings home page.
    It also gives access to the Bank Holidays and Training Days box and Meal Settings box in settings. It also gives access to the Parental Permissions and Holiday RSVP apps.

  • Manage logins for staff: this gives staff access to the Staff box, allowing them to add new staff, allocate staff to rooms and send staff logins. They can also create and manage roles and permissions.

  • Manage logins for parents: this allows staff to send parent logins out.


Edit staff permissions

You can give a member of staff more or fewer permissions in two ways:

Change a member of staff's 'Role' in the app

As your staff develop in their practice, you may promote them to higher positions in your setting and afford them more responsibility. To change a member of staff's 'Role':

  • From the staff member's profile, click on the button next to 'Log in' in the 'Basic Info' section. This button will say 'Role: [their current role]'

  • A pop-up will appear (as below) where you can choose a new role for the member of staff

  • Click 'Save changes' when you've finished

Change the 'Permissions' of a 'Role'

It may be that you do not want to give a member of staff a new role, but just change the permissions of their current one. To do this:

  • Log in to the app and click 'Get Started'

  • Next, click on 'Staff'

  • In this section, you have three tabs. Click on 'Roles'

  • Now you have access to all of the roles in your setting, and you can see who has which role (the photos next to the 'Role' title)

  • Click on the 'Role' you want to change the permissions for and a new pop-up will open, with all of the permissions available,

  • Use the tick boxes to add (or remove) permissions from that 'Role'

  • Click 'Update'

Please note: This will affect every member of staff with that 'Role'

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