Managing Staff Access - Roles & Permissions
  • 27 Jan 2024
  • 4 Minutes to read

Managing Staff Access - Roles & Permissions


Article Summary

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:

  1. Navigate to Staff Management > Staff
  2. Select the staff member
  3. Click the pencil icon to the right of 'Roles & Permissions'
    image
  4. 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).
    image

Permissions

PermissionNo AccessReadFull Access
Accounting TotalRemoves the "Amount Paid" option on Billing > Accounting screenN/ADisplays the "Amount Paid" option on Billing > Accounting screen
AssessmentsRemoves "Assessments" from the Learning menu optionStaff can view progress levels assigned to milestones and generate the assessment PDF, but unable to make any changesAllows 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 hiddenAll Billing screens are viewable, but fields are not editable. If 'Reports' is set to "Full Access", the Billing section within Reports will be accessibleAll 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 hiddenCalendar is viewable, but events cannot be added, edited or deletedCalendar is viewable and editable. Events can be added, edited and deleted
Documents"Documents" menu option hiddenAble 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 removedCan 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
MealsN/AAllows staff to view the weekly menuAll options under Parent Connection > Meal Plans are viewable and editable
Newsletters"Newsletters" option is hidden from the menuUsers can view sent newsletters, but unable to edit or create newUsers can create, edit, and send newsletters
Parent ContactOn 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 viewableOn student profiles, the parent, pickup, and physician email and phone numbers are viewable and can be edited
Parent/Staff MessagingUnder Parent Connection, the "Messages" option is hiddenN/AAble to send email messages to parents
Parents/PickupN/ANon-Admin: Parent, pickup, and physician details can be viewed Admin: Parent, pickup, and physician details can be editedNon-Admin: Parent, pickup, and physician details can be viewed Admin: Parent, pickup, and physician details can be edited
Reports"Reports" menu option hiddenN/AAll reports are available
RoomsN/AMy School > Rooms option is available, all room information is viewable, but not editable. Unable to create new roomsMy School > Rooms option is available, all room information is editable, able to create new rooms
School Settings"School Settings" menu option hiddenNon-Admin: Not an option Admin: Settings and School Profile screens are viewablelNon-Admin: Not an option Admin: Settings and School Profile fields are editable
StaffThe "Staff Management" menu option hiddenNon-Admin: Not an option Admin: The Staff Management > Staff screen and staff profiles are viewablelNon-Admin: Not an option Admin: The Staff Management > Staff screen and staff profiles are editable
Staff MessagingThe "Messages" menu option under Staff Management is hiddenAll inbox and sent messages are viewable. New messages cannot be sentAll inbox and sent messages are viewable and new messages can be sent
Staff SchedulingThe "Schedule" menu option under Staff Management is hiddenThe Staff Schedule is viewable, but not editableStaff Schedule can be viewed, edited, and new shifts created
Staff TimecardThe "Timecard" menu option under Staff Management is hiddenStaff Timecards are viewable, but not editableStaff Timecards are viewable and editable
Student AddressOn student profiles, the student address is hidden and displays "no access"The "Address" field under student profiles is viewableThe "Address" field under student profiles is editable
StudentsN/AStudent 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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