Adding and removing staff
Inviting a new teacher, what their classroom does and doesn't control, and closing an account properly when someone leaves.
Invite a staff member
There are two places to do it, and both send the same invitation:
- Staff → + → New Staff takes their name, role, email, phone, classroom and date of birth. Leave Send invite email ticked to invite them; untick it to add someone who never needs to sign in — a cook who only has to appear on your ratio board — and invite them later. An email is optional if you don't invite them. Tick Set as on duty if they're starting right now: RoundUp clocks them in to their classroom so they count toward its ratio straight away.
- More → Settings → User Management → Invite new user needs only an email address, a role and, if your center has rooms set up, a Classroom.
Directors, assistant directors and admins can do either. The roles offered are Teacher, Lead Teacher, Assistant Teacher, Assistant Director, Director and Admin (User Management also offers KIOSK, for a check-in tablet's own account). Families aren't invited here — see Invite families to the app. What each role can reach is in Roles and permissions.
RoundUp emails them an invitation to set a password. Nothing else happens until they accept it: they can't sign in, and they can't see any child data. The email address is how RoundUp identifies them, so use the one they'll actually check — a personal address is fine if your center doesn't issue work email.
If a teacher works at two of your centers, invite the same email address at each. RoundUp links both to one account, and they move between centers with Switch center on the More tab. Inviting two different addresses creates two unrelated people who each see half the picture.
Before they accept
Everyone you've invited appears under All users in User Management. Someone who hasn't set a password yet is marked Invite pending; once they have, they show as Active.
The invitation link works for seven days. Tap the person in All users to Resend invite — that sends a fresh link — or to correct an address you mistyped. If you invited the wrong person, Remove from this center withdraws the invitation: the link they were sent stops working.
If your center signs staff in through an identity provider such as Okta, Auth0 or JumpCloud, they still need to accept the invitation first. Until they have, the provider's sign-in button refuses them.
Their classroom
The classroom you pick when inviting someone is the room they open into in the app, and the room already filled in when they clock in. To change it later, tap them in Settings → User Management and pick another.
It doesn't limit which children they see — unless you turn Classroom access off in Settings → Logins & configuration. With it off, teacher-level staff only see children in their own classroom, and someone with no classroom sees none.
It also isn't what ratios count. A staff member counts toward a room when they're clocked in to it, using the Room they pick at clock-in. See Time clock and Ratios.
Certifications and background checks
Record certifications from Staff → Scheduling → Certifications, with the issued and expiry dates. Background checks go on the Background Checks tab with the check type, the date it was completed and the result. Document expirations covers both.
RoundUp doesn't send reminders, so add records as they arrive and look at the list every month. A record added the week of an inspection tells you nothing you didn't already know.
When someone leaves
On their last day, open Settings → User Management, tap them, and choose Remove from this center. They lose access to your center, and every device they're signed in on — a shared classroom tablet included — is signed out within about a minute. A center's owner can't be removed this way; email support@roundupece.com for that.
Their history stays. Incident reports they filed, check-ins they recorded and notes they wrote remain intact, because those are records your licensor may ask for. Ending someone's access is not the same as erasing what they did.
The gap between a last shift and ended access is the one an auditor asks about. Disabling someone in your identity provider stops new sign-ins, but it doesn't sign out a device they're already signed in on or remove them from your staff, so remove them in RoundUp as well. See What happens when someone leaves.
Common questions
Can I change someone's email address or role?
Yes — tap them in Settings → User Management. A role change signs them out everywhere within about a minute, so they come back with the new access rather than keeping the old one for the rest of the day. If your center signs in through an identity provider, a new address has to match the one there or their next sign-in will be refused.
A teacher is temporarily off — should I do anything?
No. A leave doesn't need an account change: someone who isn't clocked in isn't counted in any room's ratio. If they won't be back, treat it as a leaver.
Someone's invitation went to spam and has now expired
Tap them in User Management and choose Resend invite, and ask them to add the sender to their contacts before it arrives.
More: All director guides