What this is
The owner is the person who created the program and can do everything. The owner picks a job for each person they invite. Educators only see children in their rooms. Families only see their own children. In Ashby, Help → Roles and permissions tells each person their own job.
Do this
Owner or director: invite staff from Staff → Staff list. Pick the job that matches their work — Educator for classroom staff.
Owner or director: on the Staff list, open More staff options → Role permissions, pick a job, and tick what everyone with that job may do. Save.
Owners can also manage onboarding tips and download school records and attachments in School account. Download first, then type DELETE to schedule deletion after 30 days. Keep my school cancels before the deadline. A recorded child-file hold pauses school deletion. Review holds in Children; while a hold remains, you can still download records or keep your school after the deadline. Releasing the last hold allows a scheduled deletion to proceed once its date has passed. Attachment links expire after 15 minutes; download the export again to refresh them.
To change only one person, open them from the Staff list and tick the same boxes under What they can do.
When someone leaves, open them from the Staff list and choose Remove.
How it works
Signing in only proves who you are. What you can open comes from the job the program gave you — checked every time. If someone is removed, the next request respects that. Your program’s data is separate from every other program.
Two people can open the same child and see different fields. A field may be hidden because of someone’s permissions, even when the record contains that information.
A job provides the starting permissions. Team → Role permissions changes permissions for that job; a person’s Team page changes them for that person. Owner and Org admin have broad access, with certain actions reserved for the owner.
Screens show only what a job can do. An Educator (the assistant, at a home daycare) sees the children and their emergency contacts on Children, not the parents or Who can pick up. When nobody is listed to pick up a child, or a child’s parents haven’t joined Ashby, she asks the director to add someone or invite them. Enrollment and the licensing checks show her one line saying the director handles them, and she doesn’t get Add a child, Import a list, Mark on file, Left the program or other changes. She doesn’t see the Staff list or Role permissions. When you tick a box for her, she gets those parts too; the licensing checks stay with the owner, directors and assistant directors. Her menu, search and Help show only the pages her job opens; a page she reaches by typing its address shows one line saying who handles it, with Back to Home.
At an in-home daycare only the owner changes the daycare’s name and address; helpers see them read-only.
Jobs for the whole business
- Owner
- the person who signed up. Can do everything, including accept Ashby’s legal documents, own the billing relationship, and close the program.
- Org admin
- day-to-day work across every location, without the owner-only legal and billing actions. Most programs with one location never need this job.
Jobs at a location
- Director
- runs the location: staff, enrollment, and full child records for that location.
- Assistant director
- same operational reach as a director, without hiring and pay details.
- Educator
- classroom staff. Sees children in assigned rooms. Does not see care notes or add a parent unless you turn that on in School setup. There is no separate Teacher job.
- Front desk
- enough identity to greet families and move children through the day. Not medical notes or incident detail.
- Food service
- allergies and dietary restrictions so meals are safe. Does not see home addresses or incident reports.
- Transport
- roster and emergency contacts for their route. Not a general medical view.
Families
- Guardian
- a parent or caregiver with a login. Access is per child. Pickup and emergency contacts are names on the record, not logins.
- Taking a parent off a child
- the owner, an org admin, a director or an assistant director can remove any parent or guardian but themselves. A parent can remove only someone they added who has not joined Ashby yet. Other jobs can’t remove parents, even when they may add one.
What is not a job
Lead vs aide is who leads a room, not a separate job. Substitute vs permanent is how they are employed, not a separate job. If you are a one-person in-home program, owner is enough. Ashby employees are not a job inside your program.