How do I add staff?

As an admin, in order to add staff click on “Staff” under school management on the left navigation and then click “Add staff member”

This will open a left hand flyout modal that allows you to enter information for staff.

What are the required fields to add a staff member?

The required fields for org admins and location admins are

First name, last name, email (if you are inviting them to join Wonderschool, otherwise uncheck “Invite to join Wonderschool to make email optional). By default org admin/location admins have access to all the rooms

The required fields for teacher and support staff are

First name, last name, room(s), email (if you are inviting them to join Wonderschool, otherwise uncheck “Invite to join Wonderschool to make email optional)

How do I know who is the account holder?

The staff with the “Account Holder” tag is the account creator and cannot be deactivated or deleted.

Important: Staff Member Who Is Also a Parent

If a staff member also has a child enrolled in your program, they must use two different email addresses:

• One email for their Parent account (used for check-in/check-out, billing, and parent communication)
• A separate email for their Staff account (used for employee responsibilities)

This ensures they can:

• Check their child in and out using their parent login
• Complete staff tasks (attendance, classroom management, etc.) using their employee login

Do not use the same email address for both accounts. A single email cannot be both a parent account and a staff account.

If a staff member is already a parent, ask them to provide a separate school or work email before sending the staff invitation.

How can staff access the Wonderschool platform?

Staff can access the Wonderschool platform by invitation only. This invitation is via an email verification process. You can invite staff to your program on Wonderschool website by:

1. Inviting them when you add them to your program

   

2. Invite them by clicking on invite on the staff list

   

3. Invite them by clicking on their profile and clicking on “Invite” on top of the staff profile

   

Why doesn’t a staff member I added show up?

If you’ve added and invited a staff member but they don’t appear as active staff, it’s almost always because they haven’t accepted their invitation yet. Staff are added by invitation only, and the invite must be accepted through the email verification process before the account becomes active.

Until a staff member accepts their invitation, the following is expected:

• They show as Pending (invited, not yet verified) on the staff list.

• They will not appear as active staff, will not be assigned a PIN code, and will not show up in their assigned room(s) for other staff.

How to check and fix it:

1. Go to Staff and look for the Pending status next to the staff member’s name.

2. Ask the staff member to check their email (including spam/junk) for the Wonderschool invitation and click the link to set their password. Once they accept, they become a verified, active staff member and receive a PIN.

3. If they can’t find the email, resend the invite from the staff list or from their staff profile (the same “Invite” options used to invite them originally).

Note: If the staff member is also a parent at your program, make sure they were invited with a separate email address from their parent account — a single email cannot be both a staff and a parent account (see the section above).

What is the difference between clicking “Add staff” and “Add & go to profile”?

When you click on “Add staff”, it will just quickly add the staff and keeps you on the staff page.

When you click on “Add & go to profile”, it add the information and takes you to the profile where you can add more details to the staff member.

What does the shared device access checkbox do?

The shared device access allows staff to login to a shared device using their four digit PIN code.

How can staff get a PIN code?

A staff needs to have a verified account in order to be assigned a PIN code. In order to get verified, an admin needs to invite them to join Wonderschool. They will receive an email to join Wonderschool:

After setting their password, they will have a PIN code. You can share their PIN code with them by looking into the staff profile or they can download the Wonderschool app, log in and find their PIN code by clicking on the profile photo on the top left and clicking on “Show pin code”

As an admin you can refresh the PIN by clicking on the circular icon next to the PIN code as shown below.

What information can I save on the staff profile?

Staff profile allows admins to save many information about the staff. The information has been organized in sections. You can edit each section by click on the edit on the right side of the section.

Personal information:

Name (full name, combination of first, middle, last name)

Race (chosen from the drop down)

Ethnicity (chosen from the drop down)

Language: multi-select from a drop down with languages

Birthday (date)

Contact Information

This section is for documenting the contact information of the staff which has

email

Phone number

Emergency Contact

This section is for documenting the contact information of the staff’s emergency contact such as spouse which has

Name (full name)

Phone number

Medical Information

Allergies (string)

Medications (string)

Employment details

Rooms: Multi-select from the available rooms. This is required form teacher/support staff.

Staff type: multi-select from the available options (org admin, location admin, teacher, support staff)

Hire date which is the start date for the staff

Degree and Certifications

Highest Degree (drop down with 6 options where user can choose)

-GED or high school diploma

-Associates’ degree

-Bachelor’s degree

-Master’s degree

-Doctoral’s degree

-Others

-None

Certification:

This is a free form field! Use this to add any certifications the staff have attained.

ECE credits:

Early Childhood Education credits which is a number of credits the staff have achieved.

Infant credits:

This is a number of credits the staff have achieved for infant care.

Notes:

You can use notes to note anything through their employment. When you add a new note, it will be added with the timestamp so you can refer to it in the future.

How to deactivate a staff account?

If you are an admin, you can deactivate a verified staff account by going to a staff profile and scroll down to account management as shown above.

Click on Deactivate account which will be a temporary action. By deactivating an account the staff won’t be able to login using their email or PIN code.

You can view deactivated accounts on the staff page by filtering Status “ Deactivated”

How to delete/remove a staff account?

If you are an admin, you can delete staff account by going to a staff profile and scroll down to account management as shown above.

Click on “Remove account”. This is a permanent action which will remove the staff from your staff listing and cannot be undone.

If you need support adding or removing staff, please reach out to our team at support@wonderschool.com!