How-To Video
Where to start
Staff → + Add Staff
Add a new staff member (2–3 mins)
Click + Add Staff.
Enter details - name, email.
Assign a room (if known) - choose the room they usually work in.
Assign key children (optional) - you can do this later.
Upload a photo (optional; helpful for parents).
Click Submit (or Submit & add another to keep going).
No rooms or children yet? That’s fine. You can add staff, rooms, and children in any order.
Set permissions (keep it simple at first)
You can set permissions while creating the staff member (in the setup box) or later from their Profile → Permissions.
Admin
Full access: add staff/children/rooms, change settings, approve observations, access invoices.
Use sparingly - typically you (the childminder), a setting manager, or a room lead.Send Messages
Lets this staff member reply to parent messages.
Turn off if you don’t want them messaging parents. They can still read messages for awareness.Requires observation approval
When on, key observation types (Learning & Development, General, Accident/Incident) go to Pending approval first.
Quick logs (Food/Drink, Nap, Toileting) always post straight to the feed.Post Announcements
Allows sending announcements to parents or staff teams.
Tip for childminders: Start with the minimum access they need. You can widen permissions anytime.
Invite a staff member to access their account
Go to Staff and open the staff member’s profile.
Scroll to Account → click Invite.
Enter the email address and click Send Invitation Email.
They’ll get an email to set their password and sign in. When done, the Account section shows Signed up.
Manage invites
Resend from the staff Account section if needed.
If the email’s wrong, edit it on the profile, then Resend invite.
Once a staff member has gone through the correct setup of their account and has been granted access, you will see that the account section now reads as 'Signed Up'.
Good to know (for childminders)
You can add staff now and assign rooms/key children later - don’t let it block you.
Keep Admin to a very small group (usually just you and one trusted person).
Photos and clear job titles help parents recognise who’s who.
FAQs
Do I need to assign a room before inviting someone?
No. Invite now; assign later.
They didn’t get the invite email - what next?
Ask them to check spam/junk, then click Resend invite. Confirm the email is correct.
Can I change permissions later?
Yes - update in Permissions and Save.
Who should have Admin?
Typically you (the childminder) and a setting manager/lead if you have one.