Roles that children's contacts can have

Contacts assigned to children in your setting have roles which determine how much information about the child they can view or change.

The parent role

With the parent role, parents have full access to the child’s profile, including the Newsfeed, activity feed, tagged photos, private messages, invitations, and the child’s profile details. Parents can also edit or remove contacts without assigned roles. If you allow this in the app, parents can add other contacts.

The family role

Those with the 'family' role can view posts to the News Feed, but cannot view the activity feed, previously 'tagged' photos, or contribute observations. They also cannot edit any of the child's information or access the child's profile. This role is often assigned to grandparents or other family members who require limited access.

Managing Access for Separated Parents

To ensure privacy between separated parents while allowing access to the child’s profile:

Assign the Limited Parent Role to both parents. This role allows each parent to view their own details and the child’s learning journey but restricts access to the other parent’s personal information, such as addresses or contact details.
Create separate parent logins for each parent with restricted permissions. This ensures that private messages and personal details remain confidential. Messages sent to both parents will be visible to both, but individual messages can be sent privately.

The pick-up only role

This role has no login, so this contact has no access to the app.

Emergency contacts

Any Parent or Family contact can be marked as an emergency contact for a child. To do so, head to the child's profile, click on Contacts, select a contact and click Edit. Now, scroll down to the Emergency contact section and check the box to tick it. Remember to save your changes when you're ready!

Emergency contacts will be highlighted with a red asterisk next to their name:

Resolving Profile Visibility Issues

Parents may encounter issues accessing all their children’s profiles. Common solutions include:

Email Address Mismatch: Ensure the same email address is used across all child profiles linked to the parent. Even small differences in the email address can cause access issues. Update the email address on all profiles to match.
Role Assignment: Verify that the parent has been assigned the correct role (Parent vs Family) for each child. Family roles may restrict access to the full profile.

💡 Parents can choose to mark a new contact as an emergency contact when they add them, but they won't be able to change this later. If they want to set themselves or another existing contact as an emergency contact, a staff member will need to do this for them