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'

  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).

Permissions

Below is the list of permissions and what each level of access provides the user.

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

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.

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

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

Under Parent Connection, the "Messages" option is hidden

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

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 viewable

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 viewable

Non-Admin: Not an option

Admin: The Staff Management > Staff screen and staff profiles are editable

Staff Messaging

The "Messages" menu option under Staff Management 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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