🔒 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
Access to 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's demographic and private information: This allows staff to see the Health and sensitive information section of the child's profile.
View and edit child healthcare information: Allows staff to see and edit information in the Health section on the child's profile (not including the allergies and dietary considerations section).
Child allergies and dietary considerations
Child allergies and dietary considerations - view: Allows staff to view information in the allergies and dietary considerations fields.
Child allergies and dietary considerations - edit: Allows staff to view and edit information in the allergies and dietary considerations fields.
Move children between locations - useful for organisations: 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.
Create children: This permission unlocks access to the Children section in your settings, allowing staff to create new children and see the Overview
Manage linking of siblings: This permission allows staff members to connect siblings via the Family tab on children's profiles.
View additional details about child contacts (parents, family, pick-up responsible, etc): 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.
See and edit child contacts’ 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
Can access the app away from 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.
Create staff: This permission allows you to add new staff. At minimum the permission “Edit opening hours, info, etc.” is also needed, with the permissions “manage logins for staff, and “Manage permissions for custom roles” also useful for full functionality.
Staff info: Enabling the Staff Info category checkbox will enable all of the following permissions
Staff profile - View: 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.
Staff profile - Edit: This permission allows editing access to basic info on other employee’s profiles including job title, role, room, special notes, key children. Requires “Staff profile - View” to also be enabled.
Staff profile picture - Edit: This permission allows editing access to change the profile pictures for other staff. Requires “Staff profile - View” permission to also be enabled.
Staff personal details - View & Edit: 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 logins for staff” permission.
Staff management - View: This permission allows viewing access to staff Contract information— a sub-section of “About” on staff profiles, including their own.
Staff management - Edit: This permission allows editing staff Contract information— a sub-section of “About” on staff profiles, including their own.
Staff Leave: Enabling the Staff Leave category checkbox will enable all of the following permissions
View absence icons holiday/sickness/sick child/absent for all staff: 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.
Add/edit/delete absences for all staff: This permissions allows the ability to add and delete leave for all other staff.
View absence info for all staff: This permission allows view access of the leave for other staff members including date, time, notes of leave.
Approve/reject staff absence requests: This permission allow ability to accept/reject other staff members leave requests from the “Staff leave” page.
Staff Hours
Can sign themselves in and out of classrooms: 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 (shifts): This permission allows view access to the “Staff schedule” including all shifts published to all staff.
Edit all staff schedules (shifts): 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 personal attendance records (sign in and out times): With this permission, staff can add/edit/delete their own attendance information by going to their staff profile → Weekly details → then adding/editing/deleting attendance log-in information.
View all staff attendance records (sign in and out times): This permission allows view access to to see all other staff’s attendance information, but they won't be able to make any changes.
Edit all staff attendance records (sign in and out times): This permission allows editing access to all other staff’s attendance information, including the ability to check staff in and out.
Can approve & lock staff hours: This permission allows staff to “lock” approved staff hours from further editing to ensure that system hours and payroll are in sync.
Can unlock approved staff hours: With this permission, staff can "unlock" previously locked approved staff hours and edit them
Communication & Events
Can use sidekick: This permissions enables the Sidekick button when writing newsfeed posts or observations and allows staff to use Sidekick, an AI-powered writing assistant.
View nursery 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.
Create calendar events for parents and staff: this allows staff to create events and invite staff and/or parents. These will appear in the Setting Calendar.
View all news feed 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 news feed 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.
Edit posts created by others: this permission allows staff to edit newsfeed posts made by other staff members. Without this permission, staff can only edit their own posts.
Host Famly Live meetings via news feed: this allows staff to start Famly Live meetings from the newsfeed
View and write classroom 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 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 internal 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 to employees in all settings - useful for organisations: 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 internal staff messages above.
Create and 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.
Access to documents for parents: This permission allows staff to see the Parent documents tab in the Documents section
Safeguarding
Manage 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
List head counts: This permission allows staff to create 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-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
Accident forms:
Can send 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
Can review and send directly to parents: 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.
Safeguarding disclosures
View safeguarding disclosures: This allows staff to see any notes that have been marked as a safeguarding disclosure
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.
Add and edit 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 contracts: With this permission, staff have full access to the contracts section and can view and delete contracts
View contracts: With this permission, contracts are view-only and cannot be deleted
Delete contracts: With this permission, staff can delete contracts
💡 To view Enquiries, you will need the Registration permissions above enabled, as well as Access to child information, View additional details about child contacts (parents, family, pick-up responsible, etc), and Create 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
Can 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.
Create, edit and delete child development curriculum: This permission unlocks access to your curriculum settings, allowing staff members to edit and delete curriculums.
Finances
Can set up and manage in-app payments: This permission allows staff members to access the In-app payments section in their Settings.
Manage Financial and Occupancy 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 plans for children: This 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. However, you can split access to this feature with the permissions below:
View plans for children: With this permission, staff will be able to view plans for children, but they will not be able to amend them
Basic permissions for managing plans for children:
Manage purchases for children: This permission allows staff members to add Sessions, Products, or Discounts to a child's plan or purchases section
Override plan invoicing profile: This allows staff to override the annualised billing method on an invoicing profile to change it to actuals.
Manage funding for children: This permission allows staff to add or amend funding on children's plans.
Manage discounts for children: This permission allows staff to add or amend discounts on children's plans.
Manage surcharges for children: This permission allows staff to add or amend surcharges on children's plans.
Manage invoices for children: 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 for children: This allows staff to view invoices for children, but they will not be able to edit billing details
Basic permissions for managing invoices for children: this allows staff to send invoices from both a child's profile and the Finance → Invoices section
Cancel invoices for children: This permission allows staff to cancel invoices to issue a credit note
Update billing details for children: This permission allows staff members to edit billing details for children
Manage bill payer accounts: This permission allows staff to add or edit payments for bill payers in a child's Booking tab
Staff with the Manage invoice for children permission will be able to manage payments for bill payers by defaultManage payments for bill payers: This permission allows staff to add payments made by bill payers
Manage surcharges for bill payers: This permission allows staff to add surcharges for bill payers
Manage credits for bill payers: This permission allows staff to add credits for bill payers
Show Occupancy Reports: This gives staff access to the Occupancy Report, which collects nursery-wide occupancy based on bookings and the capacities you have set
Show 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 Show financial reports permission, which also gives them access to financial reports
Administration
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 permissions for custom roles: This allows staff to edit permissions of roles that are unique to your setting.
Manage logins for parents: This permission allows staff to assign and send logins to parents.
Create departments and groups: This permission will give staff access to the Rooms section in your settings, allowing them to create, edit or delete rooms.
Create departments: Allows staff members to create a collection of rooms that belong to a department
Create class: This permission allows staff members to create new rooms
Delete class: This permission allows staff members to delete rooms
Edit class: And this permission allows staff members to edit room settings
Edit opening hours, info, etc.: 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.
Edit staff leave subtypes: This allows staff members to edit leave subtypes in the Staff leave section of your settings.
Manage enabling/disabling 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
Manage security features: This unlocks the Security section in your Settings, which staff can access to enable, disable, or edit auto-logout times.
Data management
Create and view a full data export package (incl. sensitive data) for Children, Staff and Bill Payers: This permission allows staff to both create and view data exports
Permanently delete Children, Staff and Bill Payers including all 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 reports of inappropriate content: If this permission is checked, staff will receive a notification when a report of inappropriate content has been made.
Manage 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.