Requests from your desk code
The printed join code only requests access. The applicant checks their request and accepts an invitation before joining. Only authorized staff can assign roles.
Open Staff → People → Access requests.
Confirm the person, select their matching staff record or choose a role to add staff, then approve an invitation or decline.
Assign rooms
In Rooms, open Choose a room and select from the available rooms. Repeat for multiple assignments. Uncheck an assigned room to remove it, then save the staff file. Choose Add a room… in that menu to create a room at the selected school. The room is created immediately; its staff assignment applies when you save. On a shared profile, Add a room is available only when the selected school is one of that person’s schools.
School permissions
You see staff who work at your schools. Changing a shared staff profile, background checks, rooms or login access requires authority at every school where the person works. If the profile is read-only, ask an organization administrator. Job defaults apply to every school and only an owner or organization administrator can change them. New on-file staff use the selected school, and room assignments must belong to their schools.
Review staff records
At a Texas child-care center, open a staff profile and choose Staff records. Review each document for the selected school, identify where the original is held, and enter a reason. CPR, first-aid and driver credentials require the expiry date printed on the credential. Add a next review date for documents that need another check.
Each saved review preserves history. On file records your review; it does not establish clearance, training hours or caregiver qualification. Background-check status stays on the staff profile. Keep original documents with the school. Home flags unreviewed, missing, expired and due staff files. Licensed and registered Texas homes first review Caregiver role at this home in Staff records. Choose primary, assistant or substitute, not a caregiver, or unconfirmed from actual duties, then confirm your review. Selected records follow that choice; permit or school assignment changes need another review. Earlier document reviews remain visible. For a household member who needs background checks and is not counted as a caregiver, choose Household member · not a caregiver and confirm that applicability. Review their TB, orientation and background-request records. Caregiver CPR and first-aid records require current certificates and review of their required practical content. Training logs require the original completion documents and their required fields. These checks do not calculate annual training credit or establish complete qualifications; unsupported permits need separate review.
What this is
Staff brings together Schedule, Check-in, and People. People is your staff file. Add someone with their name and job — they can stay on the roster without Ashby. Send a login link only when they should use the app. Classroom staff use the Educator job — there is no separate Teacher job. You do not have to invite anyone if you work alone.
Do this
After you sign in, open Team from the left menu.
Choose Add staff. Enter their name, job, and rooms. Email is needed only if you will send a login link. Tap Save to keep them on the file, or Save and invite to email a link.
If you sent a link, they must sign in with that same email.
On a row, tap More, then Edit, to change hire details, rooms, or what they can do. Those boxes start from their job. Change the job for everyone in School settings. On their page, tap Send invite when someone on the file should get Ashby.
For someone who works across schools, choose Manage schools on their profile, select where they work, then Save schools. Removing a school removes room access there. End active shifts and reassign or cancel upcoming shifts and conferences first. Owners and organization administrators already have access across the organization.
When someone leaves, tap More, then Delete — or check rows and Delete selected. Confirm to remove them from the file.
After a spreadsheet upload, people land on the file without a login link. Select them and tap Invite selected when you are ready, or open someone and Send invite.
How it works
- Access
- Does not use Ashby means they are on the staff file with no login link. Invite pending means a link is saved but not emailed yet. Invite sent means they got the link and have not accepted. Uses Ashby means they accepted. Check rows for Invite selected or Delete selected, or tap More for Edit or Delete.
- Staff file first
- Add staff creates the person (name, email, job, hire details, rooms). A login invite is optional — same idea as parents who stay off Ashby.
- Login link
- Send invite emails a link. They must sign in with that same address. Invites expire, are used once, and can be replaced with Invite again.
- Rooms
- for Educators, rooms limit which children they can see. You can change rooms and job before or after they accept.
- What they can do
- the job is the start. Tick boxes on this person for them only. Change the job itself on Settings.
- When someone leaves
- Delete from the roster turns access off while preserving clock, timesheet and record-review history. You cannot remove yourself or the owner.
- Background checks
- store only a status (not on file, pending, or cleared) and the date. Ashby does not keep the underlying report.
- Many people at once
- upload a spreadsheet from the template. People are added to the file only. Invite selected sends a login link when you are ready.
Weekly shifts and substitutes
Staff → Schedule shows staff rows against days and hours. Choose Week, then Next; find staff by name or filter permanent staff, substitutes and floaters. Unscheduled staff stay visible; Needs someone holds unassigned shifts. Staff rows show names only; shaded intervals show availability. Add shift is beside the calendar dates. Open Schedule actions (⋮) for Time off or Availability. Request or add from the panel; managers review pending time off from each row’s menu. Open a shift or select an empty staff/time interval to plan work. Shifts remain drafts until published.
Find cover shows eligibility, availability and conflicts. Assign directly, including people without a login, or send offers to active Ashby accounts. The first eligible acceptance fills the shift and closes competing offers. Recipients can decline; managers can withdraw. Offers expire by shift start and changed shift details close old offers. Pending offers add no coverage. Room coverage remains available in Calendar.
Check-in records actual work. Billing → Hours worked reviews recorded hours and exports them for payroll. Substitutes stay on the staff file between assignments.