Bring your teachers and assistants into Seedling so they have the tools they need — and so your ratios are accurate.
1. Add a staff member
- Open the Staff area (the Team tab).
- Click Add Staff Member, enter their name and email, choose a role, and click Send Invite.
- They receive an email invite to set up their own login.
Until they sign in for the first time, their row on the Team tab is marked Invite pending and offers a Resend Invite button — so you can see at a glance who still needs chasing. Once they set their password and sign in, the badge and the button both disappear on their own.
2. Choose the right role
A person's role sets what they can do.
| Role | Can do |
|---|---|
| Admin | Everything — billing, settings, families, reports, and staff. |
| Manager | Everything an admin can, except billing — good for a director who shouldn't see payments. That includes your center's website and the spot requests families send through it. |
| Staff | The daily workspace — classrooms, rosters, check-ins, moments, and messaging. |
Two things stay with admins today: anything to do with money, and adding or editing team members on this page. A manager runs the center; an admin decides who works there and who gets paid.
Pick the lowest level that lets someone do their job; you can change it anytime.
3. Choose what staff can see
Separately from their role, you decide how much of the center staff see. This is a center-wide setting with two modes:
- Whole center (default) — every staff member sees all children, rooms, and families. Simplest, and a good fit for smaller centers.
- Their rooms only — staff see only the children, families, and messages for the classrooms you assign them. A teacher in the Toddler room won't see the Infant roster.
Admins and managers always see the whole center, regardless of this setting — it only narrows the Staff role.
You'll pick this during setup (the Invite your staff step of the wizard), and you can change it anytime under Settings → Staff Access.
If you choose "Their rooms only," assign every staff member at least one classroom. A staff member with no rooms will see no children. The Team list flags anyone who still needs a room.
4. Assign classrooms
- From the Staff list, find the team member and click Classrooms (or the classroom count next to their name).
- Check the room(s) they work in and click Save.
Assignments do two jobs: they feed the staff-to-child ratio calculation so the dashboard can flag a room that needs another teacher — and, when Their rooms only is on, they decide exactly what that staff member can see.
5. When someone leaves
Use Deactivate on their staff record. It takes their access away immediately — every screen and every action, on their next request — but keeps the person on file, because your attendance and ratio history is built on those records and an inspector may ask about a date they worked.
- They stop counting toward room ratios straight away, so a room they used to cover no longer looks staffed by someone who has left.
- Their past check-ins still appear in ratio and attendance reports, exactly as they happened.
- Their classroom assignments are kept, so reactivating them puts them back in the same rooms.
You can't deactivate yourself, or the center's last administrator — promote someone else first.
6. Track credentials (optional)
Under Staff → Credentials you can log CPR, First Aid, background checks, training hours, and physicals with expiry dates.
- Choose a staff member and a credential type.
- Add the issue/expiry dates.
- Seedling shows a status badge (current / expiring soon / expired) and surfaces anything expiring within 30 days on your dashboard, so nothing lapses before an inspection.
See Staff credentials & safety drills for more.