Adding and removing staff
Inviting a new teacher, changing what they can reach, and closing an account properly when someone leaves.
Add a staff member
Open Staff and choose Add Staff. You'll need their name, email address, and role. 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.
Saving sends them an invitation. Nothing else happens until they accept it: they can't sign in, and they can't see any child data.
If a teacher works at two of your centers, invite the same email address at both. RoundUp links the memberships and they choose a center after signing in. Inviting two different addresses creates two unrelated people who each see half the picture.
Before they accept
Pending staff show on the staff list with their invitation status. You can re-send an invitation that got lost, or cancel it if you invited the wrong address. If you try to invite someone who already has an open invitation, RoundUp tells you rather than sending a second one.
Assign rooms
A staff member's rooms decide which children appear for them and which classrooms they count toward for ratio purposes. Assign at least one room — a teacher with no rooms can sign in but has very little to look at.
Floaters and closers who move between rooms can be assigned to several. Assign the rooms they genuinely cover: ratio calculations use these assignments, so a teacher listed in every room makes your ratio picture look better than it is.
Certifications and background checks
From a staff member's record you can record certifications and background checks with their expiry dates. RoundUp tracks what's expiring so a lapsed food handler card surfaces before a licensor finds it, not after.
Add these as you go rather than in a batch before a visit — the value is the warning, and a record added the week of an inspection gives you none.
When someone leaves
Deactivate the staff member from their record on their last day. This ends their access to rosters, family contacts, photos, messages and billing, and signs out sessions they still have open — including on a shared classroom tablet.
Their history stays. Incident reports they filed, check-ins they recorded and notes they wrote remain intact and attributed to them, because those are records your licensor may ask for. Deactivating a person is not the same as erasing what they did.
The gap between a last shift and a deactivation is the one an auditor asks about. If your center connects a directory like JumpCloud or Okta, deactivating there handles it for you — see Connect JumpCloud.
Common questions
Can I change someone's email address?
Yes, from their staff record. They'll sign in with the new address next time. If they've connected single sign-on, make sure the new address matches the one in your directory or their next sign-in will fail.
A teacher is temporarily off — should I deactivate them?
For a leave of absence, leave the account active and unassign their rooms. Deactivating and reactivating works, but unassigning rooms keeps their history easier to follow.
What's the difference between removing a room and deactivating?
Removing rooms limits what they see. Deactivating ends access entirely. For someone who has left, deactivate — an active account with no rooms is still an account that can sign in.
More: All director guides