How to Add Admin Users

Step 1: Navigate to the Users Area

Users area allows you to add and manage admin users of the platform, enabling staff members with accounts to log in to ChildFriendly and access information according to their permissions. Once in the Setup area, click the Users tab.

Step 2: Understand the Users Layout and Access Types

On the left side, you will see staff with admin access. These members can only be added here by the organization admin. Room staff display in the right-hand menu.

Note that only admin users can be added in this Users area. Regular room staff access is managed through the Staff module, and parent access to the Parent Portal is handled separately in the Families module.

Step 3: Filter Staff by Center

If you have multiple center locations, you can filter the list on the right to show staff for a particular center. To filter by center, click the filter icon.

Click the drop-down arrow above the center name and then select the center you want to filter for.

If you need to adjust any details for a staff member, you can do this in the Staff module section.

Step 4: Review Administrative Roles and Permissions

Let’s take a closer look at the administrative staff section.Roles define an administrative staff member’s permission level to view and manage information within the platform. There are three types of roles available to admin staff, each with increasing levels of access:

• Org Admin – Has full access to view and edit all information across all centers, including the Setup module. This role is ideal for owners and corporate executives.

• Center Admin – Has similar access to Org Admins but is limited to the centers they are assigned to and does not have access to the Setup module. This role is recommended for upper management staff and finance managers overseeing one or more locations. Select the center drop-down menu to choose which centers the user has access to.

• Office Staff – Has restricted access, excluding sensitive information such as financial reports and parents’ financial details. Office staff can only access the centers they are assigned to and have no access to the Setup module. This role is suitable for general administrative staff within a center.

Step 5: View and Edit an Existing Admin User

Click on a staff member’s name to view their details.

You can see the user’s current role (for example, Center Admin) and assigned centers. At any point, you can change the user’s name or role.

If you need to reset anyone’s password, select checkbox.

Step 6: Start Adding a New Admin User

To add a new admin user, begin by clicking the plus (+) icon on the top left. A dialog box opens where you can enter information for the new user.

In the dialog box, enter the staff member’s first name, last name, and email address.

Next, select their role:

• If you select Office Staff, you will only be allowed to select one center.

• If you select Center Admin, you can select multiple centers if desired.

IMPORTANT NOTE:

If a staff member with 'Office Staff' permissions needs access to more than one center, you have two options:

Option 1: Upgrade their permissions. You can simply make them a Center Admin, which allows multi-center access under a single login.

Option 2: Create separate profiles using an email alias. If they must remain as Office Staff, you will need to create a separate user account for each location. To keep things simple, use the '+' email trick. By adding a plus sign and the location name (e.g., jessica+calgary@gmail.com and jessica+edmonton@gmail.com), the staff member can use these distinct variations as their login usernames. All system emails will still be successfully routed to their primary inbox (jessica@gmail.com)."