Understanding Permissions and Setup for Sharing Posts and Observations
This guide covers the permissions and access levels that control who can create, edit, approve, and share posts and observation
🔑 Permissions and Roles Related to Regular Posts
Managing permissions for creating, editing, and approving content is essential to maintaining a well-organized and secure newsfeed system within your center's management platform. Below, we break down the key permissions, their features, and how they work—complete with fun, practical examples to make everything clear and engaging!
📝 Heads Up!
All permissions and settings work seamlessly across both the app and the portal, since the newsfeed is a shared hub for everyone! 🌟
1️⃣ ✉️ Direct Posting Permission
Definition:
Staff with the "Send Posts to Parents and Staff Directly" permission can publish posts immediately without requiring prior approval from a manager or administrator.
✨ Key Features:
🚀 Instant Publishing: Posts are immediately visible on the Newsfeed, making communication quick and efficient.
🎯 Targeted Communication: Staff can direct posts to specific groups, such as parents of a classroom, staff teams, or children.
🏫 Classroom-Specific Sharing: Posts can be shared exclusively with members of assigned classrooms, ensuring the message is focused and relevant.
✅ Approval Capability: Staff with direct posting permission can also review and approve posts submitted by others. Posts awaiting approval appear in the "Pending Approval" section under "All News" or "My News".
💡 Example:
"Reminder for parents in Butterflies Classroom: Pajama Day is tomorrow! Don’t forget to dress your little ones in their coziest PJs. 🌟"
How to Find Pending Posts:
Go to Home section.
Choose Newsfeed, From the dropdown menu under "All News" or "My News", select "Pending Approval" to view posts awaiting your review.
🌟 Advantages:
⚡ Faster Communication
Eliminates delays caused by approval processes, enabling time-sensitive updates and reminders to be shared immediately.🛠️ Greater Autonomy for Trusted Staff
Empowers experienced team members to share important updates without needing oversight, streamlining workflows and reducing admin workload.🤝 Improved Collaboration
Staff with approval capabilities can support their colleagues by reviewing and refining posts, ensuring consistent communication quality.🎯 Relevant and Focused Messaging
Targeted and classroom-specific sharing ensures parents and staff receive information that’s meaningful and directly applicable to them.🔒 Consistency in Messaging
Approval permissions enable designated staff to review posts for accuracy, tone, and appropriateness before publishing.
2️⃣ 📝 Send Posts for Review Permission
Definition:
Staff with the "Send Posts to Parents and Staff for Review" permission must submit their posts for approval by a manager or admin before they are published.
✨ Key Features:
🎯 Targeted Drafting: Posts can be created for specific groups, such as parents in a classroom, staff teams, or children.
🏫 Classroom-Specific Sharing: Staff can only send updates to the classrooms or groups they are assigned to manage.
🔍 Review Process: Posts are reviewed for clarity, accuracy, and professionalism before being shared.
📋 Streamlined Communication: Ensures that all messaging meets the center’s professional standards.
💡 Example:
"In Sunshine Room, Jake had a blast building a tower during free play today! He worked so hard and was so proud of the result. 🏗️"
🌟 Advantages:
📝 Ensures High-Quality Messaging
The review process guarantees that all communications are clear, professional, and aligned with the center’s tone and values, minimizing the risk of errors or misunderstandings.📈 Supports Staff Development
Staff gain valuable feedback on their posts, helping them refine their communication skills and understand what makes a high-quality message.🔄 Promotes Consistency
With a manager or admin overseeing the content, messaging across classrooms and groups remains consistent, fostering trust and professionalism with parents and staff.💭 Encourages Accountability
By requiring posts to be reviewed, this permission ensures that staff think critically about the content they create, leading to more thoughtful and intentional communication.🤝 Builds Trust with Parents
Parents can feel confident knowing that all posts have been carefully reviewed to ensure accurate, respectful, and engaging updates about their children.🛡️ Maintains Brand Integrity
This process protects the center’s reputation by preventing unpolished or inappropriate posts from being published directly.
3️⃣ Key Notes
⚖️ Priority of Permissions
If a staff member has both "Post Directly" and "Send for Review" permissions, the "Post Directly" permission takes precedence. This means they can publish posts immediately without needing approval.
🚫 Restricted Posting Scope
Even if staff members have access to view all posts across the institution, they can only post within their assigned classrooms and groups. This ensures communication is focused and responsibilities are clearly defined.
⚠️ Posting Limitations
Staff without "Post Directly" or "Send for Review" permissions cannot create or send posts.
However, they can still view shared posts:
Under "All News", they can see broadly shared posts (if they have permission).
Under "My News", they can view posts specifically addressed to them or their assigned groups.
4️⃣ 🌐 Posting Across Multiple Centers
Staff with access to multiple locations or owners can create a single post at one location and share it across all their assigned centers. This feature simplifies communication and ensures consistent messaging across sites.
🔑 Scope:
Staff can post to all assigned centers at once or select specific centers.
They can target:
All staff
Both staff and children
Only children
💡 Example:
"Emily, who works at Sunshine Academy (Location A) and Happy Kids Learning Center (Location B), can create a post about an upcoming field trip at Sunshine Academy and share it with parents, staff, and children at both locations. Consistent and seamless!"
5️⃣ 👀 See All Sent Posts Permission
Definition:
Staff with the "See All Sent Posts" permission can view all posts shared across the organization under "All News", even those unrelated to their assigned classrooms or groups.
✨ Key Features:
🌟 Institution-Wide Access: Staff can access the "All News" section to stay informed about communications across the center.
🔒 Focused Restrictions: Staff without this permission can only see posts specifically directed to their classrooms, groups, or themselves.
💡 Example:
A staff member in Room Butterflies can view posts from Marshmallows or Sunshine Room if they have this permission, helping them stay in the loop.
🌟 Why This Matters
🤝 Fosters Collaboration: Staff can stay updated on events and announcements across the organization, promoting teamwork.
🔍 Enhances Awareness: Ensures that staff members are informed of communications beyond their assigned groups.
✅ Improves Operational Transparency: Encourages alignment and accountability across the center.
6️⃣ ✏️🗑️ Edit/Delete Newsfeed Posts Permission
Definition:
Staff with this permission can edit or delete posts that are already published on the Newsfeed.
✨ Key Features:
Staff Can Edit or Delete Their Own Posts: Staff always have the ability to correct or remove their own posts, such as fixing a typo or updating details.
Advantage:Encourages accountability.
Ensures communication is accurate and professional in real time.
Reserved Permissions for All Posts: Only admins or staff with the "Edit/Delete Newsfeed Posts" permission can modify or remove posts created by others.
Advantage:Provides oversight to maintain the integrity of all content.
Prevents unauthorized changes to sensitive or critical posts.
💡 Example:
"Oops! Forgot to mention the time for the event? Staff can edit their post to include it. Meanwhile, admins can step in to manage or correct posts across the board.
7️⃣✅ Permission to Review and Approve Posts
Definition:
Staff with the "Send Posts to Parents and Staff Directly" permission can review, edit, and approve posts submitted by other staff members who are not authorized to post directly.
✨ Key Features:
✅ Approval Capability:
Staff can review posts awaiting approval in the "Pending Approval" section under "All News" or "My News."
✏️ Edit and Refine Posts:
They can edit posts for clarity, tone, or content before approving, ensuring the final message is polished and professional.
📋 Post Moderation:
This permission allows staff to maintain quality control over all communications by approving only posts that align with the center's standards.
🎯 Support for Non-Authorized Staff:
Staff without direct posting permissions can rely on approvers to review and refine their drafts, ensuring their messages are accurate and impactful.
🌟 Advantages:
✅ Streamlined Quality Control
Posts are reviewed for professionalism, accuracy, and tone, ensuring all communications align with the center's standards and brand voice.🤝 Fosters Collaboration
Non-authorized staff can draft posts confidently, knowing they will receive support and feedback from approvers to finalize their messages.❌ Reduces Errors and Miscommunication
By reviewing and refining posts before publication, this permission minimizes typos, inaccuracies, or unclear messaging.📚 Promotes Professional Development
Staff gain valuable insights from the editing and approval process, helping them improve their writing and communication skills over time.👨👩👧 Increases Parent Trust
Parents appreciate well-crafted, thoughtful updates about their children, fostering trust and engagement with the center.🔄 Ensures Consistency in Communication
The review process helps maintain a unified tone and ensures that all posts align with the center’s messaging style.
🎉 Ready to Post Like a Pro?
With these tools and permissions, your center’s communication will stay clear, organized, and professional. Whether you’re creating a classroom update or a center-wide announcement, you’re now equipped to share posts confidently. Happy posting! 🎉
🔑 Permissions and Roles Related to Observation Posts
Managing permissions for creating, editing, and approving observation posts ensures that communication about children’s development is professional, accurate, and shared with the right audience. Below is a breakdown of the key observation post permissions and their features:
1️⃣ ✏️ Direct Observation Posting Permission
Definition:
Staff with the "Review and send observations" permission can publish observation posts immediately, without requiring prior approval from a manager or admin.
✨ Key Features
🚀 Direct Posting Authority
Staff with this permission can publish their observation posts without needing administrative approval, ensuring faster communication and documentation.
✅ Review and Approve Observations from Others
These staff members can review and approve observations submitted by team members who do not have direct posting permissions, helping maintain quality and consistency.
✏️ Permission to Edit, Delete, or Unhide Observations
They can edit, delete, or unhide observations created by themselves or other team members.
Unhide Observations: Share observations with parents that were previously kept internal (not shared publicly).
📝 Write Observations for Specific Children
Staff can directly write and post observations tailored to specific children, ensuring personalized documentation.
🌟 Advantages
🚀 Streamlined Workflow
Empowers authorized staff to act quickly, reducing delays caused by approval bottlenecks.🤝 Improved Team Collaboration
Allows experienced team members to guide and review content created by others, fostering a culture of collaboration and mentorship.✅ Enhanced Accuracy and Control
Staff with this permission have the flexibility to refine or correct observations, ensuring that records are accurate, well-documented, and parent-ready.🎓 Empowering Educators
Tailored permissions help educators focus on their expertise while giving them the tools to document and share children's progress confidently.📋 Personalized Communication
Observations written for specific children ensure that posts are detailed, meaningful, and cater to the unique developmental milestones of each child.
2️⃣ 📝 Send Observations for Review Permission
Definition:
Staff without the "Review and send observations" permission must submit their observations for approval by an authorized reviewer, such as a manager or admin. However, to submit observations, they must also have the "Manage Observations" permission, which grants them the ability to create and post observations but limits their authority to edit, delete, or unhide observations or approve others' posts.
✨ Key Features
📝 Draft and Submit Observations:
Staff can create detailed observation posts for specific children or groups and submit them for review.
🔒 Limited Permissions:
Staff with the "Manage Observations" permission can:
Post and report observations to internal and external systems.
Target observations for specific children or groups.
They cannot:
Edit or delete posts after submission or approval
Unhide internal observations (i.e., share them with parents).
Review or approve other staff members' posts.
🎯 Write Observations for Specific Children:
Staff can create personalized observation posts for individual children, ensuring tailored communication for developmental milestones or specific activities.
🔍 Review Process:
Submitted observations are reviewed for clarity, professionalism, and alignment with the center’s communication standards before being shared.
🌟 Advantages
👨👩👧👦 Focused on Child Development:
Encourages personalized documentation for each child, ensuring parents and staff receive meaningful updates tailored to individual needs.
✅ Ensures Quality and Professionalism:
The approval process guarantees that all observations meet professional standards, are free of errors, and align with the center’s tone of voice.
🤝 Promotes Collaboration:
The submission and review system allows for collaboration between team members, with reviewers providing constructive feedback to enhance communication.
💡 Supports Staff Growth:
Staff submitting observations gain insights from the review process, helping them improve their writing and communication skills over time.
🛡️ Reduces Errors:
Prevents inaccurate or incomplete observations from being shared, ensuring that parents and staff have confidence in the quality of the updates.
🚀 Streamlined Workflow:
Maintains an efficient process by enabling staff to create observations while reviewers handle the final quality check, saving time while preserving high standards.
Pro Tip:
Staff with both the "Review and Send Observations" permission and the "Manage Observations" permission have full capabilities to manage and create observations effectively.
What This Means:
🌟 Comprehensive Access and Control:
Staff with both permissions can perform all tasks related to observations, combining the capabilities of creating, editing, approving, and managing observation posts.
📝 Observation Creation:
They can independently draft and post observations for specific children, groups, or classrooms without needing additional approval.
✅ Review and Approval:
These staff members can review and approve observations submitted by other team members who do not have posting permissions.
✏️ Edit and Refine Observations:
They can edit or refine observations—whether created by themselves or submitted by others—before posting, ensuring high-quality documentation.
🗑️ Delete Observations:
They have the authority to delete any observation, whether it’s their own or submitted by others, maintaining control over what is shared.
🔓 Unhide Observations:
They can unhide observations, meaning they can share previously internal (not shared with parents) observations with parents when necessary.
🎯 Personalized Communication:
With these permissions, staff can focus on creating detailed and meaningful posts tailored to the individual developmental milestones and progress of children.
📊 Reporting Capabilities:
Staff can generate and access observation reports, allowing them to track trends, highlight developmental progress, and share comprehensive updates with parents and management.
Why It’s Valuable:
💡 Efficiency: Staff with both permissions can work independently and support their team by managing and reviewing observations without delays.
🤝 Collaboration and Leadership: They play a key role in guiding and mentoring team members, reviewing their posts, and ensuring consistent and professional communication.
🔍 Quality Assurance: These staff members ensure that all observations meet the center's professional standards before being shared.
🎯 Personalized Attention: By creating and managing observations, they can focus on delivering accurate, timely, and meaningful updates to parents and staff.
Key Note
⚠️ Posting Limitations
Definition:
If a staff member is not granted either the "Review and Send Observations" permission or the "Manage Observations" permission, they will lose access to all features related to posting, managing, reviewing, or reporting observations.
Key Impact
🔒 Limited Access:
Observation-related tools and functionalities will remain completely hidden from the staff member's view.
🚫 Restricted Actions:
They will not be able to:
Create new observation posts.
Edit or delete existing posts.
Submit observations for approval.
Review or approve posts submitted by others.
Generate or view observation reports.
🛠️ Admin Control:
Only managers with appropriate permissions or admins can adjust staff access to restore these capabilities if required
3️⃣ ✏️🗑️ Edit/Delete Observational Posts Permission
Definition:
Staff with the "Review and Send Observations" permission can edit, delete, and unhide observations they or others have created. Without this permission, staff cannot edit or delete even their own published observations.
✨ Key Features
✏️ Edit Observations:
Staff can modify existing observations to correct errors, add additional details, or improve clarity after posting.
🗑️ Delete Observations:
The ability to delete published or draft observations ensures that outdated or incorrect posts can be removed promptly.
🔓 Unhide Observations:
Staff can unhide observations, making previously internal notes visible to parents as needed.
Full Control Over Observation Posts:
Provides flexibility for staff to manage and refine observations efficiently.
4️⃣ ✅ Permission to Review and Approve Observation
Definition:
Staff with the "Review and Send Observations" permission can review, approve, or reject posts submitted by other staff members who do not have direct posting permissions.
✨ Key Features
✅ Review and Approve Posts:
Staff can evaluate submitted posts for clarity, accuracy, and professionalism before they are published.
❌ Reject Posts:
If a post doesn’t meet the required standards or needs corrections, they can reject it and provide feedback for improvement.
🔍 Maintain Content Quality:
Ensures that all communication aligns with the center’s tone of voice and professional standards.
📂 Centralized Management of Pending Posts:
Access to a "Pending Approval" section where they can view and manage all posts awaiting review.
💬 Add Comments to Observation Posts:
During the review process, staff can add comments to clarify points, suggest edits, or highlight key areas for improvement in observation posts.
👥 Collaboration with Team:
Supports staff by mentoring and guiding them to improve the quality of their posts through constructive feedback.
✏️ Edit Before Approval:
Ability to make minor edits or adjustments to improve the quality of a post before approving it or request the author to make changes
🛠️ Managing Comments on Both Observation and Regular Posts
Definition
Staff or users with the "Delete Users' Comments on the Newsfeed" permission can delete comments and media uploads made by both staff and parents. However, they do not have the ability to edit these comments.
✨ Key Features
✅ Delete Users' Comments:
Staff with this permission can remove inappropriate or irrelevant comments and media uploaded by other users, ensuring a respectful and professional environment.
❌ No Editing Capability:
While comments can be deleted, they cannot be edited by those with this permission, maintaining transparency and integrity of user submissions.
✏️ Personal Control for Users:
Both parents and staff can edit or delete their own comments and media uploads at any time, giving them autonomy over their content.
💡 Why This Matters
🛡️ Maintains Professionalism: Helps ensure that all interactions on the platform are appropriate and aligned with the center's values.
🤝 Empowers Users: Allows parents and staff to manage their own content, fostering trust and engagement.
🔍 Streamlines Moderation: Enables staff to address issues quickly without overstepping editorial boundaries.
⚙️ Settings Related to Newsfeed Posts
Definition
Administrators can manage specific settings to customize how the Newsfeed operates, including enabling comments by default on posts and setting the development curriculum.
✨ Key Features
💬 Enable Comments by Default:
When this setting is enabled, comments are automatically enabled for all posts on the Newsfeed.
Users still have the option to change this setting before publishing their content.
📚 Manage Development Curriculum:
Administrators can select the appropriate curriculum from the available options for their region. This ensures alignment with local standards and requirements.
🛠️ Steps to Manage These Settings
To Manage Comments:
Navigate to the main menu on the far left and click Settings (gear icon).
Select Options, then choose the General tab.
Scroll to the "Enable Comments on Newsfeeds by Default" section.
Enable or Disable the Toggle:
Enabled: Comments will be automatically allowed on both observation and regular posts.
Disabled: Comments will remain off unless manually activated during post creation.
Click Save Changes to apply your preferences.
To Setup Development Curriculum:
From the main menu, go to Settings (gear icon).
Select Options, then click on the General tab.
Scroll to the Curriculum section.
Use the dropdown menu to select the curriculum that aligns with your region from the available options.
Click Save Changes to ensure the updates are applied.
🌟 Why These Settings Matter
💬 Encourages Engagement: Automatically enabling comments fosters interaction and dialogue between staff and parents.
📚 Ensures Alignment: Selecting the correct curriculum guarantees that developmental updates are consistent with local educational standards.
🛡️ Saves Time: These settings streamline workflows, reducing the need for manual adjustments for each post.
The Secret to Smooth Communication! 🥳
Each role is crafted to ensure efficiency, professionalism, and a personalized approach. These permissions enable staff to collaborate effectively, deliver impactful updates, and uphold high standards, all while building trust with parents. It’s about working smarter, as a team!