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

1. Go to Staff → Add Staff Member.
2. Enter their name, email address and choose a role (Staff or Manager).
3. They receive an email invitation with a login link.
4. Assign them to the sub-providers (branches) they work at.

Onboarding Checklist

Define a checklist of onboarding steps (e.g. fire safety training, signing the safeguarding policy, an introduction to the setting's procedures) that applies to every new staff member.

1. Go to Staff → Onboarding to set up the checklist for your whole setting.
2. Open any staff member's profile and go to the Onboarding tab - you'll see the same list, with a progress bar.
3. Tick off each item as it's completed. Every tick is saved with the date and your name.

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.

Staff Office Hours

You can restrict when Staff accounts are able to log in and use Wootzoo, per setting. This never affects Manager or Finance accounts.

1. Log in to your Provider or Manager account.
2. Select the room/setting from your dashboard.
3. In the menu at the top, click Staff Hours.
4. Tick "Restrict Staff logins to office hours" to switch it on.
5. For each day, either tick Closed (staff can't log in at all that day) or set an Open and Close time.
6. Click Save Staff Office Hours.

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.