User Management
Managing user accounts, permissions, roles, and multi-nursery assignments
User Management Overview
The User Management system allows administrators to create staff accounts, assign roles, and configure multi-nursery access. Access via Admin > Users (Head Office only).
User Roles
The system has four user roles with different access levels:
| Role | Access Level | Capabilities |
|---|---|---|
| Employee.Staff | Basic | View children, create submissions, view reports for assigned nurseries |
| Employee.NurseryManager | Manager | All staff access plus: approve/reject submissions, manage session templates, verify eligibility codes |
| Employee.HeadOffice | Full Admin | All manager access plus: manage users, nurseries, system settings, audit logs, archival, all nurseries visible |
| Parent | Parent Portal | View and complete funding submissions for their children only |
Creating a New User
- Go to Admin > Users
- Click 'Add User'
- Enter the required details:
- Email - Used for login (must be unique)
- First Name and Last Name
- Mobile Number - Optional, for SMS notifications
- Role - Select from the dropdown
- Configure nursery assignments (see below)
- Click 'Save'
- The user receives an email invitation to set their password
Multi-Nursery Assignments
Staff can be assigned to one or more nurseries. Each assignment includes:
| Field | Description |
|---|---|
| Nursery | The nursery they work at |
| Job Title | Their role at this specific nursery (e.g., 'Nursery Manager', 'Deputy Manager', 'Room Leader', 'Practitioner') |
| Primary | Their main nursery - used as default when logging in |
| Is Manager | If checked, their name appears on funding documents (see below) |
Adding Nursery Assignments
- In the user edit form, scroll to Nursery Assignments
- Click 'Add Nursery'
- Select the nursery from the dropdown (searchable)
- Enter their Job Title at this nursery
- Check 'Is Manager' if they should appear on funding documents
- Click 'Add Assignment'
- Use the Primary radio button to set their main nursery
- Repeat for additional nurseries if needed
Manager Flag Explained
Users marked as 'Is Manager' at a nursery will appear on the GOV PDF agreement form in the 'Document recorded by' field. This documents which staff members verified the child's identity and completed the submission.
Format on PDF: Jane Smith - Nursery Manager, John Doe - Deputy Manager
Managing Existing Users
Editing User Details
- Click on a user in the list
- Modify any fields as needed
- Add or remove nursery assignments
- Click 'Save Changes'
Resetting Passwords
- Click on the user
- Click 'Reset Password'
- The user receives an email with a password reset link
Unlocking Accounts
Accounts are locked after multiple failed login attempts. To unlock:
- Click on the locked user
- Click 'Unlock Account'
- The user can now attempt to log in again
Deactivating Users
- Click on the user
- Click 'Deactivate'
- Deactivated users cannot log in but their data is preserved
- Click 'Activate' to re-enable access
User List Features
- Search - Filter by name or email
- Filter by Role - Show only specific roles
- Filter by Nursery - Show staff assigned to a specific nursery
- Show Inactive - Include deactivated accounts
Tip: Staff can be assigned to multiple nurseries but must have exactly one Primary nursery. This is their default location when logging in and determines which nursery's data they see first.
Important: Removing a user's last nursery assignment will prevent them from accessing any nursery data. They will only see an empty dashboard.