---
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: 2026-10-11
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.

Short version first: this narrated video adds a teacher, sends their invite, and shows where to find the QR code staff scan to clock in.

<VideoEmbed
  src="add-teacher-clock-in"
  title="Add a teacher and get them clocking in (narrated, 80 seconds)"
  captions={false}
/>

The longer video below tours the whole Staff & Time area: your staff list, the weekly schedule and ratio check, timesheets for payroll, and time off.

<VideoEmbed
  src="staff-explained"
  title="Staff and time, explained (narrated, 3 minutes)"
  captions={false}
/>

Everything to do with your team, adding people, the weekly schedule, timesheets, training, and leave, sits 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 **Documents → Staff Documents**.

- **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** (Full Time, Part Time, Substitute, Per Diem, or Contractor), **Center**, and **Home Room**. The home room is where a teacher's app opens on days they aren't on the schedule; the room pills at the top of their dashboard let them switch to any room at their center.
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 marked **Not invited**. Click **Send invite** on their card and they get an email to set their password and download the NestliCare app. (Not ready yet? Leave it, and send the invite whenever you like.)

New daycares require a QR scan to clock in, unless you turn that off. The code is under **Check-in code** in the sidebar: print it and post it, or show it on a tablet. Staff scan it with the NestliCare app, not the phone's camera. See [Require a QR scan to clock in](/owners/staff/require-a-qr-scan-to-clock-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.

## 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.** Check their card first: **Not invited** means no invite has gone out yet, so click **Send invite**. Otherwise, ask them to check spam first. Then click **Resend invite** on their card in **Staff & Time → Staff**. 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 a child.** Their app opens on today's room; ask them to tap the child's room in the room pills at the top. If they see no children at all, check that they're assigned to a center: open them from **Staff** and set their **Center** and **Home Room**. See [Assign staff to rooms](/owners/staff/assign-to-a-room).