Managing Staff Access and Permissions

Controlling who has access to your Enrollio platform is essential for security, efficiency, and accountability. This article explains how to set up and manage user access for your childcare center's team members.

Understanding Access Levels

Enrollio offers two main ways to manage staff access:

  • Platform-level access: For administrators who need to manage multiple locations or centers
  • Location-level access: For staff working within a specific childcare center

Managing Platform-Level Team Access

Who this is for

This section applies if you're a center owner or administrator managing staff across multiple locations or need to grant access to employees who work with multiple centers.

How to access

  1. Click Settings from the side navigation menu
  2. Select Team

[SCREENSHOT: Settings menu with Team option highlighted in the navigation panel]

What you can configure

From here, you can add new team members, edit existing users, or remove users who no longer need access. When adding or editing a user, you can set:

  • Personal logo: Profile image for the user
  • Name and contact info: First name, last name, email address (used for login), and phone number
  • Password: Initial or updated login credentials
  • Permissions: What features and data they can access
  • User Type: Choose between two options:
    • Platform: User can access all client accounts managed by your organization
    • Location: User can access only the specific centers you assign to them
  • Location assignment: Select which childcare centers the user can access and receive notifications for

[SCREENSHOT: User edit screen showing all configurable fields including user type dropdown and location assignment checkboxes]

Pro Tip: Use the Location user type when adding staff who only need access to one center, such as assistant directors, front desk staff, or tour coordinators. This keeps their view focused and prevents accidental changes to other locations.

Login As Permission

Administrators can be granted permission to log in as other users. This is helpful for troubleshooting or providing support.

To enable this feature: Go to Settings › Team › Edit user › Roles & Permissions › User Management and toggle Enable Login As.

When this permission is turned off for a user, they won't see the Login As option.

Managing Location-Level Staff Access

Who this is for

Use this when managing staff within a specific childcare center's account. This is typically used by center directors or managers.

How to access

  1. Make sure you're viewing the correct location account
  2. Click Settings in the side navigation
  3. Select My Staff

[SCREENSHOT: Settings menu showing My Staff option for a specific childcare center]

What you can configure

Just like platform-level management, you can add, edit, or remove users. For each staff member, you can set:

  • Personal logo
  • First and last name
  • Email address (for login)
  • Phone number
  • Password
  • Permissions and roles

Important: Any user you add at the location level will also appear in the platform-level team management view.

Understanding Permissions and Roles

Permissions determine what each staff member can do in Enrollio. You can fine-tune access by controlling:

  • Feature access: Which parts of Enrollio they can use (marketing tools, settings, parent communication, reports)
  • Action permissions: Whether they can view, edit, or delete information
  • Data scope: Which families, enrollments, or locations they can work with

This granular control ensures staff members have exactly the access they need to do their jobs effectively.

Best Practices for Managing Staff Access

Follow the principle of least privilege

Give staff members only the permissions they need to perform their duties. For example, a front desk coordinator doesn't need access to financial reports or marketing settings.

Use Location-type users strategically

When someone only needs access to one center (like a classroom teacher or assistant director), assign them as a Location user. This keeps their dashboard clean and prevents confusion.

Review access regularly

Staff roles change over time. Schedule quarterly reviews of who has access to what, and remove permissions or users who no longer need them.

Keep records of changes

Maintain clear documentation of who has what access and when changes are made. This helps with troubleshooting and ensures accountability.

Pro Tip: When an employee leaves or changes roles, update their access immediately. Don't wait until later — protect your families' information and your center's data right away.

Frequently Asked Questions

What's the difference between Platform and Location user types?

A Platform user can access all childcare centers managed under your organization. A Location user can only access the specific centers you assign to them. Use Location users for staff who work at a single center.

If I add staff in My Staff, will they appear in the platform-level team list?

Yes. All users added at the location level automatically appear in the platform-level team management view. This gives administrators visibility across all centers.

Can I set different permission levels for different staff members?

Absolutely. The permissions system lets you control exactly which features and actions each person can use. You might give your director full access while limiting a front desk staff member to viewing tours and managing waitlists.

How do I change someone's access when their role changes?

Go to the relevant user record (either in Team or My Staff), click edit, and update their user type, assigned locations, or permissions as needed. Changes take effect immediately after you save.

Can I temporarily disable someone's access without deleting their account?

Yes. Edit the user and remove all location assignments or set very limited permissions. When they need access again, you can restore their previous settings.