How to Add a Staff Member + Staff Module Overview

Accessing the Staff Module

Navigate to the Staff module to get started with adding a new team member.

Note: For bulk staff additions, use Import Data in the Setup module. This guide focuses on the individual staff process.

Creating a New Staff Profile

Initiate Staff Member Creation

Select the plus (+) button at the top left to start adding a staff member.

A form with all necessary staff fields will appear.

Fill in Personal Information

Enter the required basic information, including the team member’s full name, date of birth, and SIN.

Employment Details & Hours

Set Shift and Overtime Information

Input typical shift start, end and times for this staff member. This information triggers dashboard warnings if a staff member exceeds their scheduled hours, requiring admin approval to help keep your payroll on budget.

Define Start and Termination Details

Add the employment start date. Use the termination date only when employment ends.

Access & Contact Setup

Enter Contact and Device Access Information

Type the staff member’s email address. The email is required for account setup and ChildFriendly app access. Optionally, enter a staff ID.

By default, staff can only log into ChildFriendly from admin-approved devices. This ensures sensitive student information isn't accessed on personal phones. However, if you prefer to let staff log in from anywhere, simply toggle on the Allow unauthorized device access toggle. For full setup instructions, check out our "How to Authorize a Device" video.

Role, Address, and Groups

Add Address and Position Information

Fill in the staff member’s address. In the Job Information section, include their role title and salary/hourly pay details.

Assign Groups & Input Certifications

Optionally, assign the staff member to their primary group. This unlocks group-specific features, such as the ability to message parents directly (if enabled).

List relevant certifications, for example an ECE diploma, in the Certifications section.

Compliance and Staff Details

Enter Checks, Reviews, and Extra Details

Add details about Criminal Record, Intervention, and First Aid checks now or when documents are received. Always include expiry dates for dashboard tracking.

Include upcoming formal review dates if available and use the Other section for medical/emergency info as needed.

Add any notes for future reference.

Finalizing Staff Profile

Save the New Staff Member

After completing all fields, click Create to add the staff member.

They will appear in your staff list.

The staff member will get an email with instructions for setting up their account and logging in.

Ongoing Staff Management

Edit or Review Staff Member Information

To make changes or review a staff profile, click their name in the staff list.

You can also upload a profile photo or reset their password here.

When resetting a password, enter a new one and store it securely.

As the team member begins working, their will show in the Attendance tab, which can be filtered by month.

File and Document Management

Organize and Upload Employment Files

Within the Files tab, upload and organize all documents related to the staff member’s employment—such as contracts, record checks, and notes. To make a new folder, click New Folder. Name the folder, then click Save.

Use Upload File to add documents.

Once uploaded, drag files into the correct folder.

Open folders to view contents.

All files are available for download.

If you need to upload several staff from a spreadsheet, see the “Import Users” training