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It is only possible to edit staff roles in the Essentials or Premium packages- see more about Pricing

What are 'Permissions'

To ensure everyone only has access to the information and settings they need, the app has a thorough list of 'Permissions' for the 'Roles' in your setting. These allow or restrict access to different parts of the app, different features, and determine how much control a staff member has over the subscription.

You can find the table of permissions by going to Settings β†’ Staff β†’ Roles and Permissions

Different levels of Permissions


  • Can access the app without being signed in to the setting:

    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 About tab and Contacts tab of staff and children's profiles, but does not include health and sensitive information.

    It also gives access to the following:

    • Sign In/Out (still need permission to actually sign someone in/out),

    • Meal Plans

    • Documents

    • Room Planning

    • Lists

    • Attendance Report

    • Famly Report

    • Child Development

    Additional parts of the app 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 even if the staff member is not a recipient.

  • 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 privately message each other in the app, without permission.

Sensitive info:

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

    • Add staff leave records: staff can make edits.

    • View staff leave records: staff can view the Staffing app.

    • Approve/Reject staff leave.

  • 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 Staffing 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 Lists 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 'Bookings' 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 billing method.

  • Manage invoices for children: this gives staff access to the 'Bookings' 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 member can then add comments, request changes or post the observation.

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


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

  • Manage enabling/disabling features: allows staff to access the Famly Store, as well as enable and disable features in the store.

  • Move children to other settings: allows staff to move children to another setting, in your group, using Famly

  • 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 which permissions custom roles have: allows staff to edit permissions of roles that are unique to your setting

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


  • 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-sections are related to this permission:

    • Create 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 and 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 eg if they become outdated, parent request, etc. Archived medication forms can no longer be administered

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