What this is
If you created the program, you are the owner. You can do everything. When you invite staff, you pick their job. Educators only see children in their rooms. Families only see their own children.
Do this
Invite staff from Team. Pick the job that matches their work — Educator for classroom staff.
After you sign in, open Settings. Pick a job and tick what everyone with that job may do.
Owners can also manage onboarding tips and download school records and attachments in School account. Download first, then type DELETE to schedule deletion after 30 days. Keep my school cancels before the deadline. A recorded child-file hold pauses school deletion. Review holds in Children; while a hold remains, you can still download records or keep your school after the deadline. Releasing the last hold allows a scheduled deletion to proceed once its date has passed. Attachment links expire after 15 minutes; download the export again to refresh them.
To change only one person, open them on Team and tick the same boxes for them.
When someone leaves, open them on Team and turn access off.
How it works
Signing in only proves who you are. What you can open comes from the job the program gave you — checked every time. If someone is removed, the next request respects that. Your program’s data is separate from every other program.
Two people can open the same child and see different fields. A field may be hidden because of someone’s permissions, even when the record contains that information.
A job provides the starting permissions. Team → Role permissions changes permissions for that job; a person’s Team page changes them for that person. Owner and Org admin have broad access, with certain actions reserved for the owner.
Jobs for the whole business
- Owner
- the person who signed up. Can do everything, including accept Ashby’s legal documents, own the billing relationship, and close the program.
- Org admin
- day-to-day work across every location, without the owner-only legal and billing actions. Most programs with one location never need this job.
Jobs at a location
- Director
- runs the location: staff, enrollment, and full child records for that location.
- Assistant director
- same operational reach as a director, without hiring and pay details.
- Educator
- classroom staff. Sees children in assigned rooms. Does not see care notes or add a parent unless you turn that on in School settings. There is no separate Teacher job.
- Front desk
- enough identity to greet families and move children through the day. Not medical notes or incident detail.
- Food service
- allergies and dietary restrictions so meals are safe. Does not see home addresses or incident reports.
- Transport
- roster and emergency contacts for their route. Not a general medical view.
Families
- Guardian
- a parent or caregiver with a login. Access is per child. Pickup and emergency contacts are names on the record, not logins.
What is not a job
Lead vs aide is who leads a room, not a separate job. Substitute vs permanent is how they are employed, not a separate job. If you are a one-person in-home program, owner is enough. Ashby employees are not a job inside your program.