Roles and permissions
What each role actually unlocks, who can see family contacts and billing, and how to think about which role to give someone.
Two levels do the work
RoundUp has more role names than it has levels of access. The role you pick when you invite someone decides which of two levels they get: director level or teacher level. Everything RoundUp lets staff see and do follows from that level.
Families have their own access to their own children, and the check-in kiosk has its own narrow access. Neither is a staff role.
The roles
| Level | Roles | Can reach |
|---|---|---|
| Director level | ADMIN, DIRECTOR, ASSISTANT_DIRECTOR | Everything at the center: Ratio Monitoring, Billing, Health, Compliance, Enrollment, Kiosk Mode, inviting staff and families, adding medications, signing off incidents, center configuration and integrations. |
| Teacher level | TEACHER (and Lead Teacher or Assistant Teacher, where those appear) | Classrooms, check-in and check-out, care logs, filing incident reports, daily reports, photos, messages, their own time clock, and a staff directory without colleagues' personal details. |
Admins and directors are identical. An assistant director sees the same data, but a few buttons on the Staff screen are hidden from them — editing a staff member's profile and adding background checks — along with Export CSV on the audit log.
When you invite someone in the app you choose from Admin, Director, Assistant Director, Teacher, Lead Teacher and Assistant Teacher. Lead Teacher and Assistant Teacher have exactly the same access as Teacher; the title just shows on the staff list.
Choosing a role
Give director level only to people who run the center. This isn't about trust — it's that the records here are children's records, and the smaller the number of people who can open billing, every family's details and the center's settings, the easier that is to defend.
A useful test: would this person's job be blocked tomorrow without it? If not, they don't need it yet.
The sensitive areas
- Guardian and emergency contacts — visible to teacher-level staff on a child's profile, because they're the people who phone home. By default teacher-level staff can open every child in the center; turn Classroom access off in Settings → Logins & configuration to limit them to their own classroom.
- Billing — director level only.
- Staff personal details — date of birth, phone, emergency contacts and certification dates. Director level only; teacher-level staff see names, roles, rooms and email addresses.
- Incident reports — teacher-level staff can file and read them; signing and closing one is director level.
- Center configuration and integrations — director level only. This includes connecting an identity provider for sign-in.
If your center signs staff in through JumpCloud, Okta, Auth0 or another provider, that decides how they sign in. Signing in through it never creates an account or changes a role, and a directory can't make anyone director level.
Changing someone's role
Open More → Settings → User Management, tap the person, pick the new role and tap Save changes.
Changing a role signs them out on every device within about a minute. When they sign back in they have the new access — which matters most when you're reducing someone's, because nothing keeps working with the old one.
More: All director guides