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Set Staff Access and Permissions
Set Staff Access and Permissions
Michelle Dahl Gozal avatar
Written by Michelle Dahl Gozal
Updated over a week ago

🔒 Staff permissions can be edited on our Essentials and Premium packages. Read more about pricing here

What are Permissions?

Permissions allow you to customize what features each role in your center 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.

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.

Permission Breakdown

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 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 center, in your group, using Famly

  • Check children in and out: If checked, this allows staff to check children in and out of the center. Note, that you must have this checked to use the Check In/Out screen.

  • Create children: This permission unlocks access to the Children section in your settings, allowing staff to create new children

  • 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 site: Allows staff members to access the app away from the center. 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 center, either via the Sign In screen or through the center overview. Their access is also limited to -/+1 hour outside of opening hours.

  • Create staff: This permission allows you to add new staff. At a 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 allow viewing and adding employee tags.

    • 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

    • Staff leave types - View: 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.

    • Staff leave - Edit: This permissions allows the ability to add and delete leave for all other staff.

    • Staff leave - View: This permission allows view access of the leave for other staff members including date, time, notes of leave.

    • Staff leave - Approve/Reject: This permission allow ability to accept/reject other staff members leave requests from the “Staff leave” page.

    • Staff leave subtypes - Append: This permission allows staff to add a leave subtype to a leave request or approved leave.

    • Staff leave subtypes - Edit: This permission allows staff members to add and edit custom leave subtype.

  • Staff Hours

    • Can sign themselves in and out of classrooms: This permission allows staff to sign themselves in or out via the site or room overview page by clicking on their photo avatar and selecting sign in or sign out from the status bar. They can do this without being able to edit this for other staff members even if they don’t have the Staff attendance - Edit permission.

    • View all staff schedules (shifts): This permission allows view access to the “Staff schedule (beta)” including all shifts published to all staff.

    • Edit all staff schedules (shifts): This permission allows edit access to the “Staff schedule (beta)” 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.

Communication & Events

  • View site calendar: this allows staff to see the center'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 center's Calendar.

  • View all news feed posts: this gives staff access to the center's Newsfeed and all posts sent from 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 center as a whole.

  • 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 sites - useful for organisations: this applies only to multi-center chains that have been set up as organisations in the app. This allows staff to message staff in other centers within their organisation. NOTE: staff can always privately message other staff members in their own setting.

  • 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.

Safeguarding

  • Manage Name to Face checks: This permission allows staff members to create and list Name to Face checks. But you can split these permissions to allow only one or the other:

    • Add Name to Face checks: This permission allows staff members to do Name to Face checks only

    • View Name to Face checks: This permission allows to list Name to Face checks

  • 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

  • Safeguarding disclosures

    • View safeguarding disclosures: This allows staff to see any notes that have been marked as a safeguarding disclosure

  • Manage immunization records: This allows staff to edit immunization records, add new records and set up reminders for immunizations. You can have permission to view and/or manage immunization records in Famly.

    • View immunization records: this permission allows staff to see immunization records, but they will not be able to edit, add, or get reminders of immunizations

Registration

  • View available custom registration forms: 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 custom registration forms: With this permission, staff can create new forms, edit forms, and duplicate forms.

  • Manage custom registration forms: Staff can share forms with other sites that the user has access to, manage settings for the form (e.g. notifications, success message), publish and unpublish the form, and delete the form.

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

    • 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 default

    • Manage 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 Revenue section of the app, which allows you to monitor revenue and public funding, issue invoices, and collect debt.

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 center.

  • 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 center info section in your general settings. This permission also allows staff to see the children's Overview page.

  • 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 security features: This unlocks the Security section in your Settings, which staff can access to enable, disable, or edit auto-logout times.

  • 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 center's Famly subscription. This also allows staff to request a trial of another package through the app.

Related Articles
Parental Permissions
Delete a Staff Member
Enable Your Staff to Work From Home
Managing Medication in Famly
Child and Staff In-App Export and Deletion
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