Managing Staff Access - Roles & Permissions
- 09 Apr 2025
- 4 Minutes to read
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Managing Staff Access - Roles & Permissions
- Updated on 09 Apr 2025
- 4 Minutes to read
- Print
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Distinguish between admin and non-admin accounts
Staff Roles & Permissions
As you are adding staff members to your center, you have the ability to select 'Admin' or 'Non-Admin' to provide different levels of access.
Non-Admin Staff
As a non-admin, you will have access to log in to the Procare website, as well as the mobile app and have the ability to clock in/out with a PIN. By default, non-admin staff members will have limited access or unable to view staff information, billing, lead information, reports, and more!
Please Note: The default permissions are a guideline, but can be updated based on your staff's needs.
Admin Staff
As an admin, permissions will default to allow users to have full access to the website and apps unless, but permissions can be manually updated as needed. .
Changing Staff Role & Permissions
Admin users are able to assign and change other staff member's roles and permissions.
Important: Changing the "Role" of the staff member will change which boxes are available.
To update a user's role or permission, follow the steps below:
Navigate to Staff Management > Staff
Select the staff member
Click the pencil icon to the right of 'Roles & Permissions'
On the Edit Role & Permissions popup, 3 columns will display (no access, read, full access) with different permission levels.
Please Note: When a box is highlighted light blue, that level of access is not available (for example, under Accounting Total, "Read" is light blue, so this access level is not available).
Permissions
Permission | No Access | Read | Full Access |
|---|---|---|---|
Accounting Total | Removes the "Amount Paid" option on Billing > Accounting screen | N/A | Displays the "Amount Paid" option on Billing > Accounting screen |
Assessments | Removes "Assessments" from the Learning menu option | Staff can view progress levels assigned to milestones and generate the assessment PDF, but unable to make any changes | Allows users full access to the Assessments page |
Billing | "Billing" menu option hidden. If 'Reports' is set to "Full Access", the Billing section within Reports will be hidden | All Billing screens are viewable, but fields are not editable. If 'Reports' is set to "Full Access", the Billing section within Reports will be accessible | All Billing screens are viewable and all fields are editable. Can process point of sale transactions in web and mobile application. Can also process refunds. If 'Reports' is set to "Full Access", the Billing section within Reports will be accessible |
Calendar | "Calendar" menu option hidden | Calendar is viewable, but events cannot be added, edited or deleted | Calendar is viewable and editable. Events can be added, edited and deleted |
Documents | "Documents" menu option hidden | Able to preview and download documents. Unable to delete, cancel, send reminder, approve, etc. | Able to view and edit documents (delete, send reminder, approve, etc.) |
Leads | "Leads" menu option hidden If 'Reports' is set to "Full Access", the Leads report will be removed | Can view all screens under "Leads" menu option, but unable to edit fields, perform tasks, etc. (add lead, update lead info, add payments, send email, etc.) | All menu options under "Leads" are viewable and editable |
Meals | N/A | Allows staff to view the weekly menu | All options under Parent Connection > Meal Plans are viewable and editable |
Newsletters | "Newsletters" option is hidden from the menu | Users can view sent newsletters, but unable to edit or create new | Users can create, edit, and send newsletters |
Parent Contact | On student profiles, the parent, pickup, and physician email and phone numbers are hidden and display "no access" | On student profiles, the parent, pickup, and physician email and phone numbers are viewable | On student profiles, the parent, pickup, and physician email and phone numbers are viewable and can be edited |
Parent/Staff Messaging | “Parent Messaging” option is hidden under Messaging | N/A | Able to send email messages to parents |
Parents/Pickup | N/A | Non-Admin: Parent, pickup, and physician details can be viewed Admin: Parent, pickup, and physician details can be edited | Non-Admin: Parent, pickup, and physician details can be viewed Admin: Parent, pickup, and physician details can be edited |
Programs | “Programs” and “Insights” are hidden from from the menu | “Programs” and “Insights” are hidden are accessible, but read-only | “Programs” and “Insights”pages are accessible and editable |
Reports | "Reports" menu option hidden | N/A | All reports are available |
Rooms | N/A | My School > Rooms option is available, all room information is viewable, but not editable. Unable to create new rooms | My School > Rooms option is available, all room information is editable, able to create new rooms |
School Settings | "School Settings" menu option hidden | Non-Admin: Not an option Admin: Settings and School Profile screens are viewablel | Non-Admin: Not an option Admin: Settings and School Profile fields are editable |
Staff | The "Staff Management" menu option hidden | Non-Admin: Not an option Admin: The Staff Management > Staff screen and staff profiles are viewablel | Non-Admin: Not an option Admin: The Staff Management > Staff screen and staff profiles are editable |
Staff Messaging | The "Staff Messaging" menu option under Messaging is hidden | All inbox and sent messages are viewable. New messages cannot be sent | All inbox and sent messages are viewable and new messages can be sent |
Staff Scheduling | The "Schedule" menu option under Staff Management is hidden | The Staff Schedule is viewable, but not editable | Staff Schedule can be viewed, edited, and new shifts created |
Staff Timecard | The "Timecard" menu option under Staff Management is hidden | Staff Timecards are viewable, but not editable | Staff Timecards are viewable and editable |
Student Address | On student profiles, the student address is hidden and displays "no access" | The "Address" field under student profiles is viewable | The "Address" field under student profiles is editable |
Students | N/A | Student profile information is viewable, but not editable. This setting is for Student information only, not for parent, pickup, physician details. (See Parents/Pickup) | Student profile information is editable. This setting is for Student information only, not for parent, pickup, physician details. (See Parents/Pickup) |
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