Staff Management
Wootzoo lets you create accounts for your team with different permission levels. Staff can use SerenPass and record daily reports; managers get broader access including messaging and observation approval.
Account Types
- Provider: the main account holder. Full access to all settings, invoicing, staff management and reporting.
- Manager (Admin): same day-to-day access as the provider but cannot change billing or account settings. Ideal for nursery managers.
- Staff: access to SerenPass, daily reports and observations. Cannot view invoicing or settings.
Adding a Staff Member
- Go to Staff → Add Staff Member.
- Enter their name, email address and choose a role (Staff or Manager).
- They receive an email invitation with a login link.
- Assign them to the sub-providers (branches) they work at.
Resetting a Staff Password
If a staff member is locked out, go to their profile under Staff and select Reset Password. They will receive an email with a password reset link.
DBS Records
Record a staff member's DBS certificate details (reference number, expiry date) on their profile. The system tracks expiry and can send reminders ahead of renewal. To edit or remove an existing DBS record, use the edit/delete controls on the DBS section of the staff profile.
Staff Sign In/Out
Staff can sign themselves in and out via SerenPass, which feeds the ratio calculation shown on the register board.
Observation Approval
When a staff member submits an observation, it is held in a pending approval state. Managers receive an email notification and must approve the observation before it is visible to parents or included in reports. This ensures quality control over what is shared with families.
HR Records
The HR section lets you store staff documents, training records, and pre-existing injury forms. All records are linked to the staff member's profile and accessible only to provider/manager accounts.