Childcare roles and privacy: the right access for each person

• Assign owner and organization administrator roles.
• Assign director and assistant director roles.
• Assign educator, front desk, food service, and transport roles.
• Link guardian access to children.
• Control access through role-based permissions.
• Adjust individual staff permissions.
• Assign locations and rooms.
• Manage enrollment and photo consent separately.
• Remove staff access.
• Export school records and use managed account deletion.

Owners, directors, educators, support staff, and guardians need different information. Ashby checks roles and assignments so people can do their jobs without automatically seeing every record.

Families manage the consent choices available to them. Owners can export school records and use the managed deletion process when leaving.

Optional AI writing help sends OpenAI only the topics and options chosen for a report or message draft, never children’s names, profiles, health details, photos or messages. Hey Ashby, the chat, is part of Ashby for every school. It runs on Google Cloud Vertex AI, and so does the sign-up chat when the person chooses it. Before anything reaches Google, names and contact details become placeholders and words about health or incidents are held back. Photos, files, children’s profiles and medical records are never sent. Masking is automatic and can miss unusual wording, so type private details in forms, not the chat. Only Ashby sees those forms. Nothing changes until you tap to confirm a card. The owner’s AI writing help setting does not change Hey Ashby.

1. Invite each person with the role that matches their work.
2. Assign relevant locations and rooms, then review permissions.
3. Keep consent and access current as staff and families change.