Managing staff lists, roles, and permissions is essential for maintaining a well-organized and secure system. By assigning clear responsibilities and defining access levels, you can streamline workflows, enhance collaboration, and protect sensitive information. Whether you're onboarding new team members or adjusting roles for existing staff, this guide will walk you through everything you need to know to keep your operations running smoothly. Let’s dive in!
Availability Note:
The staff list is exclusively accessible through the Parent Portal. It is not available on the mobile app, meaning that users will need to log into the portal on a computer or browser to access and manage the staff accounts effectively.
Table of Contents for Managing Staff Accounts and Roles
Understand the steps to access and view the staff list in the system for efficient staff management.
Learn about the information displayed in the staff list and how to interpret the data for better staff management.
Follow the instructions for adding new staff accounts to your system, ensuring that staff details are correctly entered.
Follow the instructions for adding new staff accounts to your system, ensuring that staff details are correctly entered
Understand the different status indicators that show whether a staff member’s account is active, inactive, or needs attention.
Learn how to assign appropriate roles to staff members working across multiple locations, making their responsibilities clear.
Learn how to assign appropriate roles to staff members working across multiple locations, making their responsibilities clear.
Steps for adding a single staff member to multiple locations, ensuring they can manage their duties effectively across sites.
Instructions on how to filter the staff list to find specific records or staff members based on selected criteria.
Explore the available fields you can use to filter the staff list, and understand what each field represents for better searching.
Learn how the filtering logic is applied to staff records, ensuring accurate results when searching or viewing the list.
Understand which user roles have access to view and manage the staff list, ensuring proper access control.
Learn the specific permissions and access levels that location administrators and company owners have regarding staff management.
Access for Staff
Understand what access staff members have to the staff list, and how it differs based on their assigned roles.
Learn the steps to change a staff member’s primary room and any groups they are managing, ensuring they are correctly assigned.
Detailed guide on changing a staff member’s room and group assignments within the system.
Understand the distinctions between a staff member’s primary room and the groups they manage, and how each assignment affects their responsibilities.
Learn about the permissions and responsibilities associated with managing rooms and groups, and what is required from staff in this role.
How to Access the Staff List
Go to the Menu
Locate the menu on the far-left side of your screen.
Select the Finance Tab
From the menu options, click on the Finance tab.
Navigate to the Staff Tab
In the left section under Basic Setup, select the Staff tab to access the staff list.
Understanding the Staff List Details
The staff list provides a comprehensive overview of all working staff at the company, including essential information about their responsibilities and roles. Let’s break down the key components:
📧 1. Staff Email/Phone Number
Definition:
The contact information for the staff member, which serves as their login credential for accessing the system.
Staff can log in using either their email address or phone number.
Purpose:
Ensures secure access to the platform.
Provides a way to communicate directly with the staff member.
Example:
Sophia Davis: [email protected]
John Miller: +1 555-987-6543
🏫 2. Main Classroom
Definition:
The primary classroom assigned to the staff member, also known as their room of care, where they are directly responsible for the children.
Key Point:
A staff member can only be assigned to one main classroom at a time.
Purpose:
Assigns accountability for daily care, learning, and activities for the children in that classroom.
🚪 3. Managed Rooms
Definition:
Additional rooms beyond the main classroom that the staff member is authorized to manage.
Purpose:
Allows staff to assist or oversee operations in multiple areas.
Example:
Emma Roberts: Sunshine Room (Main Classroom), Moonlight Room (Managed Room).
John Miller: Rainbow Room (Main Classroom), Art Studio (Managed Room).
🎨 4. Managed Groups
Definition:
Specific groups or activities (e.g., clubs or extracurricular programs) that the staff member supervises.
Purpose:
Enables staff to oversee additional programs or specialized activities outside classroom responsibilities.
Example:
Sophia Davis: Art Club and Science Explorers.
Michael Brown: Sports Group.
📌 Important Note:
Managed groups refer to activities staff members oversee, but they are not necessarily the main teacher or caregiver for those groups. ✅
👩🏫 5. Role
Definition:
The staff member’s organizational role, such as Teacher, Administrator, or Support Staff.
Purpose:
Defines the staff member’s level of access, permissions, and authority within the system.
Example:
Sophia Davis: Teacher (classroom management and daily care).
John Miller: Administrator (oversight of all operations).
Key Takeaways
Staff Email/Phone Number: Critical for login and communication.
Main Classroom: The primary responsibility for child care and activities, with only one classroom assigned per staff.
Managed Rooms and Groups: Additional areas and programs the staff supports or oversees.
Role: Determines permissions and access levels for effective operations.
👥 How to Create a New Staff Account on the Staff List
📋 Steps to Create a New Staff Account
1. 🗂️ Access the Staff List
Navigate to the Staff List section.
2. ➕ Click "New Staff"
In the top-right corner, click the "New Staff" button to open the staff setup window.
3. 📝 Enter Staff Details
Add the Staff Name:
Input the staff member’s full name.
Select the Staff’s Main Classroom:
Assign the primary classroom where they will be responsible for daily care and activities.
Note: Each staff member can only have one main classroom assigned.
4. 💾 Optional: Save the Account at This Point
You can save the account now without adding an email or phone number.
Important: If you save without an email or phone, the staff member won’t receive an activation link.
To complete the process later, update their profile to include their email or phone number and resend the activation link.
5. ✉️ Add Email or Phone Number (Recommended)
📌 Why Add This Now?
The email or phone number will be saved as the staff member’s login credentials for accessing the system.
Adding these details immediately triggers the system to send an activation link to the staff member.
🔄 What Happens Next?
👩💻 Role Assignment
After adding the email or phone number, you will be prompted to assign the staff’s role.
A list of predefined roles and any custom-created roles will appear.
Select the appropriate role and click "Save".
🚫 Option to Withhold Access
You can choose to give the staff no access at this stage (Select No Access)
In this case, the activation link will not be sent until a role is assigned and access is granted.
🔑 Granting Access
How It Works:
Assign a role to the staff member and click "Save".
Result:
The system will immediately send an activation link to the staff member.
What Happens Next:
The staff member receives the activation link.
They can:
Create a password.
Enable their Parent account to gain access to the system.
📌 Account Status Indicators Under the Role Column
Account statuses are visually indicated under the Role column, helping you track staff access levels.
🟣 Active Account
🔹 Indicator: The role name appears in purple under the Role column.
🔹 Meaning: The staff member has activated their account and can access the system.
🚫 No Access
🔹 Indicator: A "Grant Access" button is shown under the Role column.
🔹 Meaning: The staff member has no active access or assigned role yet.
📌 To enable access, click "Grant Access" to assign a role and send an activation link.
🔴 Non-Activated Account
🔹 Indicator: The role name appears in red under the Role column, with a "Resend Activation" option below it.
🔹 Meaning: The staff member was granted access but has not activated their account yet.
📌 If needed, click "Resend Activation" to send a new activation link.
🚀 These indicators help manage staff access efficiently, ensuring everyone has the necessary system permissions! ✅
Key Notes
Adding an email or phone number during creation ensures a smooth onboarding process.
Without an email or phone, the account will remain inactive until updated.
The email or phone becomes the staff credential for logging into the app alongside their password.
Pro Tip
You can update a staff member's role or revoke their access at any time by clicking the three dots next to their record and selecting "Change Role."
📌 Assigning Roles for Multi-Location Staff
When assigning roles to staff, it's important to understand the type of role and its scope. A role can be:
✔️ Location-Specific Role → Limits the staff member’s permissions and activities to a single location.
✔️ Organizational Role → Grants the staff member access across multiple locations within the company.
📌 Note: Organizational roles are labeled with "(Organizational Role)" next to them, whereas location-based roles do not have this label.
🔹 Key Consideration
✔️ A staff member with a location-specific role cannot be added to multiple locations.
✔️ To enable multi-location access, assign them an organizational role.
📌 How to Add a Staff Member to Multiple Locations
1️⃣ Assign an Organizational Role
✔️ If the staff member has a location-based role, update it to an organizational role to allow multi-location access.
✔️ Steps to change the role:
1️⃣ Click the three dots next to the staff member’s name on the far right of the staff list.
2️⃣ Select "Change Role" from the menu.
3️⃣ Choose an organizational role that best fits the staff member’s responsibilities.
4️⃣ Click "Save" to apply the changes.
2️⃣ Add the Staff Member to Another Location
✔️ Navigate to the new location.
✔️ Follow the steps to add a new staff member.
✔️ Ensure consistency in their details, especially their email or phone number, to match their original login credentials.
3️⃣ System Notification
📌 If the email or phone number matches an existing account, the system will display a prompt:
👉 "This email/mobile number already exists in other institute(s). Do you want to continue?"
✔️ Click "Yes" to confirm and proceed.
4️⃣ Role Adjustment Notification
📌 If the system detects that the staff member has a location-specific role instead of an organizational role, a prompt will appear:
👉 "This user is assigned to an institute role in Little Luminaries Learning Center and should be changed to a company role. Are you sure you want to complete this action?"
✔️ Click "Yes" to confirm and adjust their role accordingly.
📌 Save the Changes
✔️ After changing the staff member's role to an organizational role, click "Save" to finalize the process and apply the updates.
🚀 This process ensures seamless staff assignment across multiple locations while maintaining proper role-based access! ✅
Key Takeaways
Assign an organizational role to allow a staff member to work across multiple locations.
Use the same login credentials (email or phone) to ensure the system recognizes the staff account.
Role adjustments are required when adding a staff member with a location-specific role to another site.
How to Filter the Staff List for Specific Records
The staff list provides two tools for filtering records to locate specific staff members or refine your search based on detailed criteria.
Tools for Filtering
🔍 Search Bar
Use the search bar to quickly find a specific staff member by typing their name.
🟣 Purple Funnel Icon
Click the purple funnel icon for detailed and advanced filtering options.
📌 Available Filter Fields and Their Meaning
1️⃣ Staff Status
✔️ Current → Filters staff members who are actively working.
✔️ Upcoming → Filters staff members who are registered but haven’t started yet.
2️⃣ Room
📌 Definition: Includes both the staff member’s main classroom and any managed rooms.
💡 Example:
A staff member assigned to the Sunshine Room.
A staff member managing the Sunshine Room.
✅ Both will be included in the filtered results.
3️⃣ Groups
📌 Definition: Filters staff members responsible for specific group activities or programs beyond classroom assignments.
💡 Example:
Extracurricular clubs → Art Club, Science Explorers.
Specialized activities → Sports Group.
📌 Purpose:
✔️ Helps identify staff handling non-classroom responsibilities.
✔️ Useful for planning, reporting, and assigning additional duties.
🔹 Room and Group Filter Interaction
📌 When Room and Group filters are used together, the system applies a logical AND condition:
✔️ Only staff who meet both conditions simultaneously will appear in the results.
🚀 These filters make it easier to manage and track staff roles effectively! ✅
Examples: Find Staff Managing Both a Classroom and a Group
Examples: Find Staff Managing Both a Classroom and a Group
📌 Filters Applied:
✔️ Room: Sunshine Room
✔️ Group: Art Club✅ Result:
The list will include staff members who both manage the Sunshine Room (as their main or managed classroom) and lead the Art Club.
🚫 Staff who oversee only the Sunshine Room or only the Art Club will not appear.
Example 2: Identifying Group Leaders Across Locations
📌 Filters Applied:
✔️ Group: Sports Group
✔️ No Room Filter Applied✅ Result:
The list will include all staff leading the Sports Group, regardless of their assigned classroom or location.
Since no Room filter is applied, the system will only filter based on Group leadership.
📌 Additional Filter Fields and Their Meaning
4️⃣ Registration Dates
📌 Definition: Filters staff members based on their registration period.
✔️ Start Date Only → Finds staff who started on or after the specified date.
✔️ Start and End Date → Filters staff registered within a specific time range.
💡 Example:
Input 2023-01-01 to find all staff registered after January 1, 2023.
5️⃣ Last Date
📌 Definition: Filters staff based on their last working date (e.g., withdrawn staff).
📌 Note:
Like registration dates, this filter can interact with other filters (e.g., Room, Group) to refine search results.
6️⃣ Nationality
📌 Definition: Filters staff members based on their nationality.
💡 Example:
Find all staff members with a British nationality.
📌 Key Filtering Logic
✔️ Room and Group Filters Work Together → When both filters are applied, only staff members who meet both conditions will appear in the results.
💡 Example:
A staff member managing the Sunshine Room and leading the Art Club will only appear if both conditions are simultaneously satisfied.
✔️ Registration Date and Last Date Interact with Room and Group Filters →
The results will include only staff who meet all selected conditions at the same time, not separately.
Examples of Filtering
Examples of Filtering
📌 Example Use Cases for Staff Filtering
Example 1: Find Staff Managing Specific Rooms and Groups
📌 Filters Applied:
✔️ Room: Sunshine Room
✔️ Group: Art Club
✅ Result: Includes staff managing both the Sunshine Room and the Art Club.
Example 2: Find Recently Registered Staff
📌 Filters Applied:
✔️ Registration Start Date: January 1, 2023
✅ Result: Includes staff who started on or after January 1, 2023.
Example 3: Filter by Nationality
📌 Filters Applied:
✔️ Nationality: British
✅ Result: Displays all staff with British nationality.
Example 4: Advanced Filtering with Multiple Conditions
Scenario: Identify Staff Managing Multiple Responsibilities and Recently Registered
📌 Goal: Find staff who:
✔️ Manage the Sunshine Room as their main or managed classroom.
✔️ Oversee the Art Club group activity.
✔️ Were registered after January 1, 2023.
✔️ Are of a specific nationality (e.g., British).
📌 Filters Applied:
✔️ Room: Sunshine Room
✔️ Group: Art Club
✔️ Registration Start Date: January 1, 2023
✔️ Nationality: British
✅ Example Outcome:
✔️ Included:
Sophia Davis → Manages the Sunshine Room, leads the Art Club, registered on February 15, 2023, and is British.
🚫 Excluded:
Ethan Carter → Manages the Sunshine Room and leads the Art Club but was registered in 2022.
Olivia Brown → Registered after January 2023 and leads the Art Club but does not manage the Sunshine Room.
📌 Why This Matters
✔️ Complex Reporting → Generate reports for staff with specific roles and qualifications.
✔️ Targeted Assignments → Ensure specific staff members are identified for multi-layered responsibilities.
✔️ Audit and Compliance → Confirm staff meet specific criteria for oversight and qualifications.
🚀 Strategic filtering ensures accurate staff management, reporting, and decision-making! ✅
Key Takeaway
Use the search bar for quick name-based searches and the purple funnel icon for advanced filtering based on multiple conditions. Combining filters effectively helps create precise, targeted lists for better staff management
📌 Who Has Access to the Staff List?
Access to the staff list is determined by the user’s role and permissions within the organization. Here’s how access is structured:
1️⃣ Location Admins and Company Owners
✔️ Company Owners:
Have full access to the staff list and profiles across all locations.
Can view and manage information for all staff members at every organizational level.
✔️ Location Admins:
Have access limited to the staff at their assigned locations.
Can view and manage staff profiles only within their designated scope.
2️⃣ Other Staff with Permissions
✔️ Staff members with permissions for the "Options" tab (e.g., editing opening hours, updating info) also have access to the staff list.
✔️ However, their access is restricted to staff in:
Their main classroom.
Classrooms they are authorized to manage.
📌 Example Scenarios
✔️ Sophia Davis (Location Admin):
Assigned to: Downtown Branch.
Access Level: Can view and manage all staff profiles within that location.
✔️ Michael Smith (Company Owner):
Access Level: Has full access to staff profiles for all branches across the organization.
✔️ Emma Wilson (Staff with Options Permission):
Main Classroom: Sunshine Room.
Authorized to Manage: Rainbow Room and Art Studio.
Access Level: Can only view staff profiles for Sunshine Room, Rainbow Room, and Art Studio.
📌 Key Takeaways
✔️ Company Owners → Full, unrestricted access across all locations and staff.
✔️ Location Admins → Limited access to staff within their assigned location.
✔️ Staff with Permissions → Restricted to viewing staff in their main classroom and authorized rooms only.
🚀 This structure ensures controlled access while maintaining flexibility for staff management! ✅
How to Change a Staff Member’s Primary Classroom, Managed Rooms, and Groups
On the Staff List, you can update a staff member’s main classroom or assign them management responsibilities for other rooms and groups. Here's how:
1️⃣ 🏫 Change the Main Classroom
📌 Where to Look:
✔️ Locate the staff member in the Class column.
✔️ Use the dropdown menu to select a new main classroom for the staff member.
📌 Important:
✔️ Once a new classroom is selected, the staff member will lose their credentials and access to the previous classroom.
2️⃣ Assign Management for Other Rooms
📌 Where to Look:
✔️ Locate the staff member in the Manage Rooms column.
✔️ Use the dropdown menu to select one or more additional rooms the staff member can manage.
🚀 This allows staff to oversee multiple rooms while maintaining access to their primary classroom! ✅
📌 Key Notes on Room Assignments
1️⃣ The Main Classroom is Selected by Default
✔️ When assigning additional rooms under the Manage Rooms column, the main classroom remains the default.
✔️ This ensures that the staff member’s primary responsibilities and roles are clearly defined.
2️⃣ Assigning Additional Rooms Provides Management Access Only
📌 Why This Matters:
✔️ The main classroom is more than just a designation—it serves as the primary accountability area.
✔️ Unlike managed rooms, which grant limited administrative permissions, the main classroom maintains:
Daily attendance logs 📅
Activity histories 📝
🚀 This distinction ensures that the main classroom remains the primary tracking area for a staff member's responsibilities. ✅
📌 Example: Understanding the Difference
✔️ Emma Roberts
Main Classroom: Sunshine Room ☀️
Tracks her attendance, caregiving activities, and daily responsibilities.
Managed Rooms: Moonlight Room & Art Studio 🌙🎨
Grants her administrative permissions to oversee operations.
🚫 Does not track her attendance or caregiving history for these rooms.
📌 Key Takeaway:
While managed rooms give staff supervisory access, their main classroom remains their core area of accountability for records and daily tracking. ✅
3️⃣ 🎨 Assign Management for Groups
📌 Where to Look:
✔️ Locate the staff member in the Manage Groups column.
📌 What to Do:
✔️ Use the dropdown menu to select one or more groups for the staff member to manage.
📌 Key Notes:
✔️ This assignment does not mean the staff member is responsible for caregiving or attending the group.
✔️ It only grants them management access, allowing them to oversee activities, settings and roles within the group.
Permissions and Responsibilities Granted for Managing Assigned Rooms and Groups
The access and management of assigned rooms and groups grant staff specific permissions and responsibilities to streamline operations and ensure accountability for children and activities within their assigned areas. Below are the key capabilities:
📌 Permissions Granted
📅 Create and Manage Room Schedules and Events
✔️ Plan and update daily schedules for assigned rooms or groups.
✔️ Organize events and communicate important details to families.
✔️ Share holiday feedback for assigned rooms and groups.
✔️ Manage parental permissions requests for assigned rooms and groups.
✔️ Share and manage homework with families of assigned rooms.
✔️ Create report cards and information lists for children in assigned rooms and groups.
📋 Access and Update Children’s Attendance Records
✔️ View and manage attendance and statuses logs for children and staff in assigned rooms or groups.
✔️ Monitor absences and tardiness in real time.
📰 Create Newsfeed Posts and Manage Communication
✔️ Post updates to the newsfeed for families and staff in assigned rooms and groups.
✔️ Communicate with parents or guardians regarding schedules, updates, or concerns.
👶 Access the Registered Children and Staff List and Information
✔️ View and manage profiles of children and staff assigned to the room or group.
✔️ Access key information such as contact details, health records, and emergency contacts for assigned children.
✔️ View staff personal information and their scheduled activities on calendars.
✔️ Access files, media, and documents related to children.
✔️ Manage children's invoicing, schedules, portfolios, and contacts.
✅ Manage Attendance, Statuses, Activities, and Reports
✔️ Record and update attendance records and status activities for staff and children in assigned rooms and groups.
✔️ Ensure accurate tracking of attendance and activities.
✔️ Generate attendance reports as needed.
📝 Create and Manage Development Milestones and Reporting
✔️ Track and document developmental milestones for children in assigned rooms or groups.
✔️ Generate progress reports and share updates with families or administrators.
🚀 These permissions ensure staff have the necessary tools to manage daily operations, communication, and reporting efficiently!
Note
There are finer permissions available to control the specificity, scope, and authority of staff when managing their assigned rooms. However, assigning staff to these rooms is a prerequisite for granting any access or permissions related to activities within the rooms. Without this assignment, no permissions can be applied or granted.
📘 More Information: Managing Staff Profiles and Roles
If you're looking for additional insights into effectively managing staff profiles and creating or handling roles, these articles will help you master the process:
Managing Staff Profiles
"Step-by-Step Guide to Updating and Managing Staff Profiles"
Creating and Managing Staff Roles
"Understanding Role Permissions: A Guide to Customizing Roles for Staff"