🔒 Staff permissions can be edited in our Premium and Professional packages. Learn more about pricing here
What are Staff Permissions?
Permissions allow you to customise what features each role in your setting has access to on Famly. These allow or restrict access to different parts of the app, and determine how much control a staff member has over the subscription.
How do I set up Roles and permissions?
You can find the table of permissions by going to Settings → Staff → Roles and permissions → Compare roles
This article outlines each and every permission so you can decide which ones to check off for each role.
An Overview of Staff Permissions
Children
View child information: If checked, this allows staff to access the About tab and Family tab of children's profiles, but does not include health and sensitive information. This permission is required if you'd like staff to see any part of the app that mentions child names - meaning it also unlocks access to the Overview, the Room Planner and Child Attendance, for example.
View child private info: This allows staff to see the Health and sensitive information section of the child's profile.
Manage child healthcare info: Allows staff to see and edit information in the Health section on the child's profile (not including the allergies and dietary considerations section).
Manage allergies and dietary needs:
View allergies and dietary: Allows staff to view information in the allergies and dietary considerations fields.
Edit allergies and dietary needs: Allows staff to view and edit information in the allergies and dietary considerations fields.
Transfer children across sites: Allows staff to move children to another setting, in your group, using Famly.
Sign children in and out: If checked, this allows staff to sign children in and out of the setting. Note, that you must have this checked to use the Sign In/Out screen.
Add children: This permission unlocks access to the Children section in your settings, allowing staff to create new children and see the Overview.
Manage sibling linking: This permission allows staff members to connect siblings via the Family tab on children's profiles.
View contact details: This permission allows staff to see extended child contact information beyond the basic profile picture, full name, relation (e.g. Dad), and which role the contact has.
Manage 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 Lists app).
Staff
Access app remotely: 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.
Add staff: This permission allows you to add new staff. At minimum the permission "Configure nursery settings" is also needed, with the permissions "Manage staff logins" and "Manage role permissions" also useful for full functionality.
Staff info: Enabling the Staff Info category checkbox will enable all of the following permissions:
View staff profiles: This permission allows viewing access to basic info of other employee's profiles including name, job title, role, base room, special notes, key children and qualifications. This permission also allows viewing and adding employee tags as well as accessing the Room planner.
Edit staff profiles: This permission allows editing access to basic info on other employee's profiles including job title, role, room, special notes, key children. Requires "View staff profiles" to also be enabled.
Edit staff profile pictures: This permission allows editing access to change the profile pictures for other staff. Requires "View staff profiles" permission to also be enabled.
Manage staff personal details: This permission allows viewing and editing access of employee name, date of birth, address, phone number and the ability to view staff email. This permission also provides access to viewing and editing the staff members' Contacts (e.g. family, emergency contact), including their personal details. Editing emails (unless no login set for staff) requires the "Manage staff logins" permission.
View staff contract info: This permission allows viewing access to staff contract information - a sub-section of "About" on staff profiles, including their own.
Manage staff contract info: This permission allows editing staff contract information - a sub-section of "About" on staff profiles, including their own.
Manage staff leave: Enabling the Staff Leave category checkbox will enable all of the following permissions:
View staff absence statuses: If a user does not have this permission, they will still be able to see that a fellow staff member is away (shown as Absent), but they are not able to see what type of leave it is. Staff will always be able to see the details of their own leave on their profile page under Leave Details.
Manage staff absences: This permission allows the ability to add and delete leave for all other staff.
View staff absences: This permission allows view access of the leave for other staff members including date, time, and notes of leave.
Approve staff absence requests: This permission allows the ability to accept or reject other staff members' leave requests from the "Staff leave" page.
Staff Hours: Enabling the Staff Hours category checkbox will enable all of the following permissions:
Manage own sign in: This permission allows staff to sign themselves in or out via the room overview page by clicking on their photo avatar and selecting sign in or sign out from the status bar.
View all staff schedules: This permission allows view access to the "Staff schedule" including all shifts published to all staff.
Manage staff schedules: This permission allows edit access to the "Staff schedule" including ability to add shifts, delete shifts, see ratio info, see conflicts, and publish schedules.
Edit own attendance: With this permission, staff can add/edit/delete their own attendance information by going to their staff profile, then Weekly details, then adding/editing/deleting attendance log-in information.
View all staff attendance: This permission allows view access to see all other staff's attendance information, but they won't be able to make any changes.
Edit all staff attendance: This permission allows editing access to all other staff's attendance information, including the ability to check staff in and out.
Approve staff hours: This permission allows staff to "lock" approved staff hours from further editing to ensure that system hours and payroll are in sync.
Unlock approved staff hours: With this permission, staff can "unlock" previously locked approved staff hours and edit them.
Communication & Events
Use Sidekick: This permission enables the Sidekick button when writing newsfeed posts or observations and allows staff to use Sidekick, an AI-powered writing assistant.
View site calendar: This allows staff to see the setting's Calendar, events, and closing days. Without this permission, staff would only be able to see their own calendar.
Add calendar events: This allows staff to create events and invite staff and/or parents. These will appear in the Setting Calendar.
View news feed (all): This gives staff access to the Setting Newsfeed and all posts sent from nursery employees even if the staff member is not a recipient.
💡 The photos visible on a child's profile are controlled by the View all newsfeed posts permission, too. Staff members who do not have this permission will not see tagged photos on a child's profile
Send news feed posts: This allows staff to send posts to parents and staff on behalf of themselves, their room or the nursery as a whole.
Edit all users' posts: This permission allows staff to edit newsfeed posts made by other staff members. Without this permission, staff can only edit their own posts.
Manage post pins: This permission allows staff to pin newsfeed posts.
Host Famly Live meetings via news feed: This allows staff to start Famly Live meetings from the newsfeed.
Manage classroom messages: 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 private messages to parents: 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.
Start staff messages: If this permission is disabled, staff will not have the option to select other members of staff when sending new messages. They will still be able to reply to conversations they have been added to previously. This allows managers to write messages to staff members even if the staff members don't have the permission enabled.
Send messages (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: If this permission is disabled, staff can still privately message other staff members in their own setting, if they have the permission to start staff messages above.
Manage meal plans: This permission gives staff members access to the Meal plans section of the app, where they will be able to view and edit meal plans.
Send emails via the public API: This permission allows staff to send emails to staff and contacts on behalf of the nursery via the public API.
View parent documents: This permission allows staff to see the Parent documents tab in the Documents section.
Configure onboarding team settings: This permission allows staff to manage the onboarding team settings
Safeguarding
Configure head counts: This permission allows staff members to create and list head counts. But you can split these permissions to allow only one or the other:
Create head counts: This permission allows staff members to create head counts only.
View head counts: This permission allows staff to view a list of head counts.
Medication forms:
Acknowledge medication forms: Staff members can acknowledge medication forms and administrations. Notifications: staff with this permission will receive a notification when a new medication form has been created and when medication has been administered.
Manage medication forms: Staff can create new medication forms and carry out all related actions. The following sub-permissions are related to this permission:
Add medication forms: Staff with this permission can create new medication forms for children.
Administer medication: Staff with this permission can administer medication to children based on created and acknowledged medication forms.
View active & pending medication forms: Staff will need this permission to see the overview and administer medication (note: staff will need this and the above permission).
View archived medication forms: Staff with this permission can view past medication forms that have been archived.
Archive medication forms: Can close medication forms e.g. if they become outdated, parent request, etc. Archived medication forms can no longer be administered.
View safeguarding disclosures: This allows staff to see any notes that have been marked as a safeguarding disclosure.
Accident forms
Send accident forms for review: With only this permission, staff can create an accident form, but it cannot be sent to parents directly and must be sent for review first.
Approve accident forms: With this permission, staff can create accident forms and send them straight to parents without needing a review. Staff can also review other staff members' accident forms.
Registration & Forms
View forms and responses: This permission allows staff to access the Forms overview page, see the names of unique forms created and copy the URL link for each.
Manage forms: With this permission, staff can create new forms, edit forms, and duplicate forms.
Configure forms settings: This permission allows staff to share forms with other sites they have access to, manage settings for the form (such as the success message and notifications), publish, unpublish and delete forms.
Contracts
Manage contract templates: With this permission, staff can create, edit, and delete contract templates.
Manage contracts: This permission allows staff to create contracts from templates, send them for signing, upload signed copies, and withdraw contracts before completion.
View contracts: With this permission, contracts are view-only and cannot be deleted.
Delete contracts: With this permission, staff can delete contracts.
New starters to-dos:
View to-do lists: This permission lets staff view parent to-do lists, including all task lists and items.
Manage to-do lists: This permission allows staff to create, edit and delete parent to-do lists and items.
💡 To view Enquiries, you will need the Registration permissions above enabled, as well as View child information, View contact details, and Add children
Learning
Manage observations: This allows staff to create observations for children and access the Learning Journey on a child's profile as well as the Child Development section of the app. If they only have this permission the observations will be sent to the manager with permission to review and send.
View observations: This permission gives staff access to view observations, but they will not be able to review and send them.
Review and send observations
Review observations: This permission allows staff members to see observations that are waiting for a review and send them.
Manage activity library: This allows staff to edit and post activities in the activity library.
Manage activity plans
View activity plans: This permission allows staff to see activity plans, but if this is the only permission checked, they will not be able to edit and post activities.
Manage curriculum: This permission unlocks access to your curriculum settings, allowing staff members to edit and delete curriculums.
Finances
Configure in-app payments: This permission allows staff members to access the In-app payments section in their Settings.
Configure finance settings: This gives staff access to the Invoicing Profiles, Pricing, and Invoice Settings. They can then create Pricing Groups, Attendance Schedules, Sessions, Products, and Discounts. They will also be able to format the Invoice layout. Staff will not be able to manage plans for children with this permission.
Manage child plans:
View child plans: With this permission, staff will be able to view plans for children, but they will not be able to amend them.
Manage plans (basic): This permission allows staff to add and edit plans for children from both the Manage Plans & Booking Patterns section in Settings and from the Bookings tab of each child's profile.
Manage child purchases: This permission allows staff members to add Sessions, Products, or Discounts to a child's plan or purchases section.
Override invoicing profile: This allows staff to override the annualised billing method on an invoicing profile to change it to actuals.
Manage funding: This permission allows staff to add or amend funding on children's plans.
Manage child discounts: This permission allows staff to add or amend discounts on children's plans.
Manage child surcharges: This permission allows staff to add or amend surcharges on children's plans.
Manage invoices: This permission gives staff access to the Bookings tab on a child's profile. From here, they can view invoices and update billing details for children. However, access to this feature can be split as follows:
View invoices: This allows staff to view invoices for children, but they will not be able to edit billing details.
Manage invoices (basic): This permission gives access to the Bookings tab on a child's profile. From here, staff can view invoices and update billing details for children
Cancel invoices: This permission allows staff to cancel invoices to issue a credit note.
Edit billing details: This permission allows staff members to edit billing details for children.
Manage bill payer accounts:
Manage bill payer payments: This permission allows staff to add payments made by bill payers.
Manage bill payer surcharges: This permission allows staff to add surcharges for bill payers.
Manage bill payer credits: This permission allows staff to add credits for bill payers.
Bill payer tags:
Manage bill payer tags: This permission gives access to the bill payer tags settings. It allows staff to create, edit and delete bill payer tags.
Assign bill payer tags: This permission allows staff to assign bill payer tags to bill payers.
View occupancy reports: This gives staff access to the Occupancy Report, which collects nursery-wide occupancy based on bookings and the capacities you have set.
View financial reports: This gives staff access to the Finance section of the app, which allows you to see the Revenue and Public funding reports, issue batch invoices, and collect debt. Without this permission, staff can still access Finance settings, but will no longer be able to access tabs in the Finance section in the sidebar.
‼️ If staff should be able to send batch invoices and access debt collection, they will need the View financial reports permission, which also gives them access to financial reports.
Administration
Manage staff logins: 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 role permissions: This allows staff to edit permissions of roles that are unique to your setting.
Configure parent logins: This permission allows staff to assign and send logins to parents.
Manage departments and rooms: This permission will give staff access to the Rooms section in your settings, allowing them to create, edit or delete rooms.
Manage departments: Allows staff members to create a collection of rooms that belong to a department.
Add rooms: This permission allows staff members to create new rooms.
Delete rooms: This permission allows staff members to delete rooms.
Edit rooms: This permission allows staff members to edit room settings.
Configure nursery settings: This allows staff to edit information in the nursery info section in your general settings.
Edit tags: This permission allows staff members to create, update, and delete tags.
Configure features: This allows staff to access the Famly Store, as well as enable and disable features in the store. This permission is also linked to logging in to the separate Sign-in and out screen.
Security:
Configure security: This unlocks the Security section in your Settings, which staff can access to enable, disable, or edit auto-logout times.
Data management
Manage data exports: This permission allows staff to both create and view data exports.
Delete (org) personal data: This permission gives staff members access to the Data management tab on a child or staff member's profile which allows them to permanently delete the profile.
Manage content reports: If this permission is checked, staff will receive a notification when a report of inappropriate content has been made.
Configure Famly subscription: This permission gives access to the Subscription section on your profile where staff can see information about the nursery's Famly subscription. This also allows staff to request a trial of another package through the app.