Requests from your desk code
The printed join code only requests access. The applicant checks their request and accepts an invitation before joining. Only authorized staff can assign roles.
Open Staff → Staff list → More staff options → Access requests.
Confirm the person, select their matching staff record or choose a role to add staff, then approve an invitation or decline.
Assign rooms
In Rooms, open Choose a room and select from the available rooms. Repeat for multiple assignments. Uncheck an assigned room to remove it, then save the staff file. Choose Add a room… in that menu to create a room at the selected school. The room is created immediately; its staff assignment applies when you save. On a shared profile, Add a room is available only when the selected school is one of that person’s schools.
School permissions
You see staff who work at your schools. Changing a shared staff profile, background checks, rooms or login access requires authority at every school where the person works. If the profile is read-only, ask an organization administrator. Job defaults apply to every school and only an owner or organization administrator can change them. New on-file staff use the selected school, and room assignments must belong to their schools.
Review staff records
At a Texas child-care center, open a staff profile and choose Staff records. Review each document for the selected school, identify where the original is held, and enter a reason. CPR, first-aid and driver credentials require the expiry date printed on the credential. Add a next review date for documents that need another check.
Each saved review preserves history. On file records your review; it does not establish clearance, training hours or caregiver qualification. Background-check status stays on the staff profile. Keep original documents with the school. Home flags unreviewed, missing, expired and due staff files. Licensed and registered Texas homes first review Caregiver role at this home in Staff records. Choose primary, assistant or substitute, not a caregiver, or unconfirmed from actual duties, then confirm your review. Selected records follow that choice; permit or school assignment changes need another review. Earlier document reviews remain visible. For a household member who needs background checks and is not counted as a caregiver, choose Household member, not a caregiver and confirm the review. Review their TB, orientation and background-request records. Caregiver CPR and first-aid records require current certificates and review of their required practical content. Training logs require the original completion documents and their required fields. These checks do not calculate annual training credit or establish complete qualifications; unsupported permits need separate review.
What this is
Staff brings together Staff list, Schedule, Who’s working, and Hours worked. Start by adding your teachers and assigning their classrooms. Add someone with their name and job — they can stay on the roster without Ashby. Send a login link only when they should use the app. Classroom staff use the Educator job — there is no separate Teacher job. You do not have to invite anyone if you work alone.
Do this
After you sign in, open More, then Staff → Staff list.
Choose Add staff. Enter their name, job, and rooms. Email is needed only if you will send a login link. Choose Add staff to keep them on the file, or tick Email them a link to use Ashby and choose Add and invite.
At an in-home daycare, your helpers are your assistant and substitutes. Choose Add a helper, enter their First name and Last name, choose Assistant or substitute, add their Email only if they will use Ashby, then choose Add helper. There are no classrooms or teachers to pick.
If you sent a link, they must sign in with that same email.
On a row, choose Edit to change hire details, rooms, or what they can do. Those boxes start from their job. Change the job for everyone in School setup. On their page, tap Send invite when someone on the file should get Ashby.
For someone who works across schools, choose Manage schools on their profile, select where they work, then Save schools. Removing a school removes room access there. End active shifts and reassign or cancel upcoming shifts and conferences first. Owners and organization administrators already have access across the organization.
When someone stops working here, choose Stopped working here on their row (or open them and choose ⋮ → Stopped working here). Pick their last day, then Stopped working here. If they are still clocked in, the question says so: saving clocks them out of a shift still going, at the time you save. For a shift left open since an earlier day, Ashby won’t guess when they left: the notice that says they stopped working here has Add clock out, which opens Hours worked with them listed. Choose Add clock out there and pick the time they left. At a center you can also check rows and choose Stopped working here.
To bring someone back, open Past helpers (Past staff at a center) and choose Bring back.
At a home, when someone no longer lives in your home, choose Take off the list on their row under People who live in your home (or ⋮ → Take off the list on their page). They fold under Taken off the list in that same card. Put back on the list puts them on your household list again. People who live in your home don’t clock in, so they are not on Who’s working or Hours worked, unless something of theirs there still needs you: a clock entry left open, or hours to approve.
Open More staff options to import a spreadsheet. Imported staff stay on the file without a login link. Select them and tap Invite selected when you are ready, or open someone and Send invite.
How it works
- Access
- Does not use Ashby means they are on the staff file with no login link. Invite pending means a link is saved but not emailed yet. Invite sent means they got the link and have not accepted. Uses Ashby means they accepted. Check rows for Invite selected or Stopped working here, or choose Edit or Stopped working here on the row.
- Staff file first
- Add staff creates the person (name, email, job, hire details, rooms). A login invite is optional — same idea as parents who stay off Ashby.
- Login link
- Send invite emails a link. They must sign in with that same address. Invites expire, are used once, and can be replaced with Invite again.
- Rooms
- for Educators, rooms limit which children they can see. You can change rooms and job before or after they accept.
- What they can do
- the job is the start. Tick boxes on this person for them only. Change the job itself on Settings.
- When someone leaves
- Stopped working here asks for their last day. Their access ends at once: they can no longer sign in to your daycare and any invite link stops working. Their shifts after the last day come off the schedule, their open parent meeting times after that day are taken away (booked meetings stay for you to handle), waiting time off is cancelled and their availability ends. If they are still clocked in on a shift still going, they are clocked out at the time you save; Ashby never guesses when an older open shift ended, so you add that clock out in Hours worked (Add clock out). Nothing is deleted: hours, background checks, training, certificates and the check-ins they signed stay for licensing. They move under Past helpers (Past staff at a center) with their last day; Bring back puts them on the list again with the same records, and you add their shifts again. Someone taken off the household list folds under Taken off the list in the household card instead (Household member · Off the list and the day), never under Past helpers; Put back on the list returns them. You cannot mark yourself or the owner as stopped working here.
- Background checks
- store only a status (not on file, pending, or cleared) and the date. Ashby does not keep the underlying report.
- Many people at once
- upload a spreadsheet from the template. People are added to the file only. Invite selected sends a login link when you are ready.
Weekly shifts and substitutes
Staff → Schedule shows staff rows against days and hours. Choose Week, then Next; find staff by name or filter permanent staff, substitutes and floaters. Unscheduled staff stay visible; Needs someone holds unassigned shifts. Each row shows the hours planned for the dates shown; lavender bars with a dashed edge are drafts that are not shared yet, lime bars are published shifts, and shaded intervals show availability. Add shift is beside the calendar dates. Choose Time off or Availability beside Add shift. Request or add from the panel. Requests waiting for you are listed first in Time off: choose Approve or Decline on each one. Open a shift or select an empty staff/time interval to plan work. Shifts remain drafts until published. On a phone, a home daycare sees the whole week as a list instead, one line per shift (Lily Tran · 8 AM – 4 PM); a center keeps the rows on a phone, with Day or Week, and Find staff for a larger team.
Find cover shows eligibility, availability and conflicts. Assign directly, including people without a login, or send offers to active Ashby accounts. The first eligible acceptance fills the shift and closes competing offers. Recipients can decline; managers can withdraw. Offers expire by shift start and changed shift details close old offers. Pending offers add no coverage. Room coverage remains available in Calendar.
Who’s working records actual work. Staff → Hours worked reviews recorded hours and exports them for payroll. Substitutes stay on the staff file between assignments.