Managing roles ensures every staff member has the right level of access to do their job. Roles help you create consistency, protect sensitive information, and make onboarding smoother for new staff.
Note: If you don’t see this feature yet, you will soon. We’re gradually rolling it out to customers over the next several weeks.
Overview
Roles Explained
Roles group staff permissions together so you can assign responsibilities quickly and consistently.
Permission Levels
There are three permission levels that apply to various functions. Read more about Permissions in the article Managing Staff Access - Roles & Permissions.
The Roles & Permissions access levels are:
No Access – Cannot view the page.
Read – Can view roles but cannot make changes.
Full Access – Can view, add, edit, and delete roles or permissions.
Managing Roles
Roles can be created and managed in School Settings > Roles & Permissions.
Staff assignments to roles can also be updated from Staff Management.
Important: Permission changes (what a role can or cannot do) can only be made in School Settings > Roles & Permissions.
Learn How To
Add a New Role & View Roles
Go to: School Settings > Roles & Permissions
This is where you can manage roles, define permissions, and organize staff access across your platform.
Click Add Role.
Enter a Role Title.
* You can set the role as Admin.
* You can copy permissions from another role and edit as needed.
Click Add Role to save.
Admin Role
A role designated as an admin can do the following by default:
Staff can see all rooms and all students
Staff can generate reports for all rooms if they have permission to access reports
Staff can view the Center Dashboard in the mobile app
Edit Roles & Permissions or Delete a Role
Edit a Role
Go to: School Settings > Roles & Permissions
To edit permissions for a role:
Find the role in the list.
Click Edit Role next to the role.
Check or uncheck the boxes to allow or restrict access to specific features.
Click Save Changes
Delete a Role
Go to: School Settings > Roles & Permissions
Find the role you want to delete. Click Delete Role.
2. If staff are assigned to the role, a confirmation pop-up will appear.
Any staff assigned to this role will be reassigned to the System Non-Admin (default) role.
If there are no staff associated to the role, there is no confirmation needed.
Add Staff & Assign Roles
The Staff view provides a complete list of all team members, making it easy to see their assigned roles, primary rooms, and invite status. The table can be sorted by Name, Primary Room, Email, Role, or Invite Status, allowing you to quickly organize and find the information you need.
To Add Staff
Select Add Staff
Enter relevant information
Select a Role from the available options
Select Create Staff
Any role designated as an admin role will display the admin icon next to it.
Add or Edit Staff Assigned to a Role
You can view and manage which staff are associated with a role directly from the Roles & Permissions section.
To add or remove staff from a role:
Click the ellipses next to the role name to open your options
Select Add/Edit Staff.
Check the box next to a staff member’s name to assign them to the role. Uncheck the box to remove them.
Review the staff assigned to the role and use the trash can to remove any staff members. You can also use the trash can icon to quickly remove staff from the list.Click Save.
Remember:
Permissions cannot be edited here, only staff assignments.
Staff members cannot update their own role.
Edit Assigned Roles in Staff Management
Best Practice
It is best practice to assign or remove staff from roles under School Settings>Roles & Permissions
While you can change a staff member’s role from the Staff Management screen, we recommend navigating to the dedicated roles and permissions setting screen.
There are two ways to edit a staff member’s role in Staff Management:
Option 1: From Staff Management
Go to the Staff Management view.
Open the Role drop-down next to the staff member’s name.
Select the desired role from the list.
Option 2: From the Staff Profile
Select the staff member’s profile.
Click the pencil icon next to the role.
Choose the new role.
Select Save Changes and confirm the role change.
If you have the associated permissions, the option to Edit Roles & Permissions will appear. Selecting it opens the School Settings > Roles & Permissions page, where you can adjust the permissions assigned to that role.
Default System Roles
Before creating or assigning new roles, every account includes default system roles:
Admin (Default)*
Non-Admin (Default)*
Auto-created Admin/Non-Admin: The system will automatically create custom roles for each staff member or group of staff members who share the same permissions. These role titles should then be customized to describe the role.
*These roles are locked to protect your system settings and cannot be deleted. To ensure your account remains accessible, you must always have at least one System Admin with full access.
Procare Desktop & Engagement Functionality
If you use both Procare Desktop and Engagement Functionality, staff members will automatically sync from the Desktop application. Staff cannot be added directly in Engagement.
You can assign roles to staff and create new roles and permissions, allowing you to manage access and responsibilities without altering your Desktop staff list.
FAQ
What are the default roles for a new center?
New schools will begin with two default roles: Default Admin and Default Non-Admin. Existing schools will also have Admin 1, Admin 2, Non-Admin 1, Non-Admin 2, etc. (See the Default System Roles section above). It is recommended that role names be updated to accurately reflect the role.
Can I delete a locked role?
No. Locked roles cannot be deleted, but their titles can be renamed.
How are existing staff allocated to a role?
Staff are automatically placed into roles based on Admin/Non-Admin status
Staff with identical permissions are grouped into a shared role
If staff have different permissions, a new role will be created for them. You can reassign staff members to a new role. E.g., there are 5 non-admin staff, who have been set up with slightly different permissions. These staff will be assigned to non-admin 1, non-admin 2, etc. You could reassign them to the same role and rename it if you wanted to have fewer roles in your system.
Can I delete a role if staff are assigned to it?
Yes. When you attempt to delete a role, a pop-up will appear to confirm the action. Any staff currently assigned to that role will automatically be reassigned to the System Non-Admin role.
How do I change a staff member’s role or edit role permissions?
To change a staff member’s role: Go to the Staff Management section and update their role assignment from their profile or the staff list.
To edit a role’s permissions:
Navigate to School Settings > Roles & Permissions, find the role you want to update, and click Edit Permissions to adjust access levels.