How to Add Admin Users

Step 1: Open the Users Section in Setup

1. In the left-hand menu, go to Setup.

2. Under Organization, select Users.

3. Within Users, ensure you are on the Admin Users tab to manage administrative accounts.

   

Step 2: Add or Remove Admin Users

1. To add a new admin user, click the plus (+) icon.

   

2. Alternatively, you can use the same plus (+) icon whenever you wish to create another admin user.

3. To remove an existing admin user, open the three-dot menu next to that user and select Delete.

   

Step 3: Understand Admin Roles and Access

1. In the Admin Users list, review each user’s Role and Center access on the far right.

2. Click the question mark icon to see details of what each role can access.

   

3. Admin users can have three possible roles:

   • Org Admin (Super Admin): Full access to all settings and the entire organization.

   • Center Admin: Similar to Org Admin, but limited to the specific centers assigned; no access to the organization-level or center-level setup modules.

   • Office Staff: Most restricted admin role; similar to Center Admin but with limited access to financial information and parent financial details.

Step 4: Edit Admin User Details and Reset Passwords

1. To edit an existing admin user, expand their record using the available menu.

2. When adding or editing an admin user, enter:

   • First name and Last name

   • Email address (used to log in)

   • Role (Org Admin, Center Admin, or Office Staff)

3. To reset a user’s password, use the Reset Password option.

   

4. Enter a new password and share it securely with the user. They can change it later in their own profile after logging in.

Step 5: Complete Required Compliance Information

For Org Admin and Center Admin users, you must complete contact address information fields and their Date of birth.

These fields are required to comply with PCI compliance regulations, because these roles can process payments.

For Office Staff, these fields are optional, as they cannot process payments.

Step 6: Assign Centers to Center Admin and Office Staff

1. When the selected role is Center Admin or Office Staff, a Center field becomes available.

2. Use the Center field to select which centers the user can access.

   

3. You can select multiple centers if needed.

Step 7: Address Missing Compliance Data Warnings

1. If an Org Admin or Center Admin is missing their birthday or full address, you will see a warning icon.

   

2. This warning indicates you will not be able to process PAD or ACH payments until the user’s birthday and full address are entered.

Step 8: View Room Staff and Manage Device Authorization

1. Room staff (educators) receive portal access through the Staff module, not from the Admin Users tab. However, in the Room Staff Users view under Setup, you can still:

   • See all room educators who have portal access.

   • Review who currently has access.

   • Enable Unauthorized Device Access (toggle per educator).

Step 9: Authorize Devices and Configure Exceptions

1. By default, this toggle is set to off, which restricts room staff to logging in only on admin-authorized devices. This is a crucial security feature that prevents staff from accessing sensitive child or family information on their personal devices from home. However, if you do want to grant them the flexibility to log in from any device, simply turn this toggle on

2. To authorize a device:

   • An admin logs into Child Friendly on the target device.

   • They open their profile and select the option to authorize the device.

   

3. Once authorized, any user with a Child Friendly account for that center can log in from that device.

Admin staff (Org Admin, Center Admin, Office Staff) can always log in from any device by default; their permissions do not require an authorized device.

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)."