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.
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. |
| Staff | The daily workspace — classrooms, rosters, check-ins, moments, and messaging. |
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. 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.