---
title: "Invite your team"
description: "Add teachers and admins, give them the right role, and assign them to a room. Each person gets their own login."
type: guide
updated: 2026-09-14
canonical_url: https://help.nestlicare.com/getting-started/invite-your-team
roles: ["center_admin", "super_admin"]
platforms: [web]
---
Everyone who works at your daycare gets their own NestliCare login. Their **role** controls what they can see and do.

The video below tours everything to do with your team: adding people, the weekly schedule, timesheets, training, and leave. In the dashboard these all sit on one sidebar row, **Staff & Time** — the roster and the clock together, since the schedule feeds the punches and the punches feed the timesheets. Their paperwork is the exception, filed under **Paperwork → Staff Documents**.

<VideoEmbed
  src="staff-complete"
  title="A tour of your team: people, scheduling, timesheets, training, and leave"
/>

- **Teacher** works in the classroom: check children in and out, post activities, message parents, log their own hours. Teachers use the mobile app.
- **Center Admin** runs a single center: staff, billing, rooms, reports, everything on the web dashboard.
- **Super Admin** manages every center in your organization. Most single-site daycares only ever need one super admin (you).

## Add a staff member

1. Go to **Staff & Time → Staff** in the sidebar.
2. Click **Add Staff** in the top right.
3. Fill in the form: **First Name**, **Last Name**, **Email**, and **Role** are required.
4. Optionally set their **Job Title**, **Employment Type**, **Center**, and **Home Room**. Assigning a teacher a home room matters: teachers only see children in the rooms they're assigned to.
5. If you track pay, set **Pay Type** and **Hourly Rate**. You can add this later.
6. Click **Add Staff Member**.

<ScreenshotWithPointers
  src="/screenshots/owners/staff/add-staff-modal.png"
  alt="The Add Staff form with First Name, Last Name, Email, Role, and optional job, center, room, and pay fields"
  caption="Staff & Time → Staff → Add Staff. Name, email, and role are all that's required."
/>

The new person appears in your staff list and receives an invitation email to set their password and log in.

<Callout kind="info" title="Teachers use the app, not the dashboard">
Teachers can open the web dashboard, but everything they need is in the mobile app. Most centers tell teachers to just use the app. See <a href="/getting-started/get-the-mobile-apps">Get the mobile apps</a>.
</Callout>

## Change a role or room later

Open a staff member from **Staff** and edit them. You can change their role, home room, job title, or pay at any time. Room changes take effect the next time they open the app.

## Remove someone

Deactivate a staff member instead of deleting them. Deactivating stops them from logging in but keeps their history (check-ins they made, activities they posted) attached to their name for your records. See [Deactivate a staff member](/owners/staff/deactivate-a-staff-member).

## Troubleshooting

**They never got the invitation email.** Ask them to check spam first. Then resend it from **Staff** by opening the person and using the resend option. If it still doesn't arrive, their email provider may be blocking it, so try a different address.

**"Email already in use."** That email already has a NestliCare account, and that is fine: one login can hold both a staff role and a parent profile. If the person is a parent at your daycare, adding them as staff links to their existing login. If their account is at another organization, the form offers **Send an invitation instead**; accepting it from their existing login adds the staff role. See [A teacher is also a parent](/owners/situations/a-teacher-is-also-a-parent).

**A teacher says they can't see any children.** They probably aren't assigned to a room yet. Open them from **Staff** and set a **Home Room**, or assign them to rooms. See [Assign staff to rooms](/owners/staff/assign-to-a-room).