How to Customize Access Permissions for Family Members or Staff
You can customize access permissions for family members and staff, limiting access to certain parts of the software. By default, permissions are set to full, but they can be modified to suit the specific needs of the organization.
Steps to Customize Permissions
- Log in as Coordinator
Log in to the Coordinator account and go to Management of the Facility.
- Navigate to the settings menu
In the light blue menu on the left, click on Settings. A submenu will open: select Roles and Permissions.
- View standard roles
A list of standard roles (non-editable) will be displayed: Coordinator, Family Member, and Staff. These predefined roles provide access to all relevant functions.
- Create a new role
To create a custom role:
• Click the button at the top right “+ New”.
• Choose between Staff or Family Member options to define whether the new role is for employees or family members.
• In the Role field, enter a representative name for the role (e.g., Nanny, Grandparent, or Educator).
- Configure permissions for functionalities
A list of functions will be displayed with checkboxes on the right to enable or disable each function for the new role. Here are some of the available options:
Permissions for Family Members
• Notice Board: Logbook, Photos, Videos, Menu.
• Attendance: Management of entries and absences, Attendance register.
• Requests: Supplies, Questionnaire.
• Administration: Accounting documents, Consumables register.
• Documents: Contracts, General documents.
Example: For a Grandparent role, you can enable Attendance and Logbook to view photos and videos of the grandchildren, while disabling access to administrative functions.
Permissions for Staff
• Student Notice Board: Student list, Attendance register, Questionnaire, Documents, etc.
• Student Profile: Family members, Health information, Contracts, Documents.
• Staff Menu: Staff list, Shifts, Staff attendance, Documents, etc.
• Sections: List of sections, Customize levels.
• Meals: Meal register, List of dishes, Weekly and seasonal menus.
• Administration: Sales, Packages, Purchases.
• Settings: Activities, Automations, Media archive, Supplies, Document templates.
Example: For an Educator, you might enable access to the Student Notice Board and Logbook and disable administrative functions.
Macro Areas
It is advisable to enable or disable entire sections to simplify permission management. For example, if you want to grant an employee access to Administration, enable it across all its items.
- Save the new role
After configuring the permissions, click Save. The new role will appear in the list.
Assign the role to family members or staff
To assign the new role:
• Family Members: Access the Family Member tab and edit the Permissions field next to the email address.
• Staff: Access the Educator tab and select the role from the Role field (located after the City field).
Note: Upon the next login, disabled items will not be clickable for the user, while the new permissions will be active based on the assigned role.
Updated on: 30/12/2025
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