Staff Roster Overview 

The Roster is where staff can be set up with access to Kaymbu. In order to set up a staff member, you will need their first and last name, email address, and phone number (optional). There are different levels of user profiles that can access specific levels of account entities.

Table of Contents 

1. Accessing Roster
2. Add New Users
   • Add an Administrator or Director
   • Add a Teacher 
3. Edit User Information 
   • Reset Password 
4. Manage User Profiles
   • User Profile Photo
   • Move Users
   • Delete Users
   • Dynamic Users
5. Manage Roster
   • Sort Entities
   • Sort Teachers
   • Save View

Accessing Roster 

You can access the Roster from the Kaymbu or COR Advantage app on your device or from the website my.kaymbu.com by going to Menu > Roster.

Add New Users 

Each user level is designed to provide access to a specific entity level within your account.

Kaymbu defines three levels of administrator access:

• Account Managers have access to all of the organizations within an account.
• Administrators have access to all of the centers within an organization.
• Directors have access to all of the classrooms within a center.

Teachers, who have non-administrative access, will only have access to their specific classroom.

New users can be added to your account from the Account Manager, Administrator, Director or Teacher level. 

• Account Managers can add other Account Managers, Administrators, Directors, and Teachers. 
• Administrators can add other Administrators, Directors, and Teachers.
• Directors can add other Directors and Teachers. 
• Teachers can add other Teachers to their classroom. 

Please note that:

• Your account may not have all of these levels, (e.g., at a one-center program, the highest level of access would be a Director.)
• An administrator can add and edit users at their level and below, but not above (i.e., an Administrator can add and edit other Administrators, Directors, and Teachers, but not Account Managers.)

Add an Administrator or Director

To add an administrator or director to your account, navigate to Menu > Roster. Then, click on the applicable organization to add an administrator or the applicable center to add a director. After that, the process is the same! 

Click on the “Administrators” tab at the top of the page and select "Add Administrators" or the green circle plus button. To add a director, click on the “Directors” tab and select “Add Director” or the green circle plus button.

You will first be prompted to enter the user's email address.

Once an email address has been submitted, you will then proceed with entering additional information for the user. Only a first and last name is required. If a phone number is added to a user profile, you can choose to enable SMS notifications. Please note that SMS notifications are only sent when an Announcement is marked as Urgent.

Additionally, you can choose to create a temporary password for the user, or you can leave the section blank and proceed with saving the information without a password. If a password has not been added, a message will be sent to the email provided with instructions for the user on how to set up their password and access their account.

If you want to add an existing user to an account, you can make them a Dynamic User in the system. Dynamic Users can access multiple accounts and/or user levels with a single email address and password. To learn more about Dynamic Users and how to create a Dynamic User account, please click here.

Add a Teacher 

Any administrator or director can add a teacher to their school account. To do so, navigate to Menu > Roster, select the appropriate classroom, and then select the “Teachers” tab at the top of the page. 

Click on "Add Teachers" or the green circle plus button.

You will first be prompted to enter the user's email address.

Once an email address has been submitted, you will then proceed with entering additional information for the user. Only a first and last name is required. If a phone number is added to a user profile, you can choose to enable SMS notifications. Please note that SMS notifications are only sent when an Announcement is marked as Urgent.

Additionally, you can choose to create a temporary password for the user, or you can leave the section blank and proceed with saving the information without a password. If a password has not been added, a message will be sent to the email provided with instructions for the user on how to set up their password and access their account.

If you want to add an existing user to an account, you can make them a Dynamic User in the system. Dynamic Users can access multiple accounts and/or user levels with a single email address and password. To learn more about Dynamic Users and how to create a Dynamic User account, please click here. 

Please note:

• Teachers can create other teachers in their classroom, so you can add a lead teacher yourself, then have him or her add other teachers!
• Only users with administrative access, such as Directors, Administrators, and Account Managers, will have the ability to delete teacher profiles. Teachers cannot delete other teacher profiles.
• If you choose to take advantage of our integrated family engagement features, it's important to know that families can never see an administrator's or teacher's contact information! They will see that the information is from the classroom name or administrator name.

Edit User Information 

At any time, you can edit user information, including contact information or passwords. To do so, you would select their profile from the Roster and select the "Edit" icon to the right of their profile image. This will allow you to make changes to their user information. 

Reset Password 

There are three convenient ways for passwords to be reset.

1. If you need to reset the password of another user within your account, first find the user's profile in your Roster. To change their password, select their name and the edit (pencil) icon. Enter in a new password and select save. 
2. To reset your own password, you can send yourself a password reset link by going to my.kaymbu.com, entering your email, and selecting "Forgot Password" on the next screen. Doing so will send a password reset link directly to your email address. 
3. If you are already logged in, you can reset passwords by clicking on your initials at the top of the Menu and selecting the edit (pencil) icon to make changes to your password. 

Manage User Profiles

When needed, you can move or delete users or make an existing user a Dynamic User, allowing them to toggle between different user accounts. A staff member’s profile photo can also be edited and updated directly through their profile on the Roster.

User Profile Photo

Users can easily upload a profile photo by clicking on their profile image on the Roster. 

To change your profile photo:

• Navigate to Menu > Roster.
• Click on the user’s profile.
• Then, click on the profile image.

If you are editing a profile photo through the Kaymbu app using a mobile device or tablet, you will have the ability to capture a photo in real time and save it as a profile photo, or you can choose to select a photo from your device’s photo gallery. 

Move Users

User profiles can be moved to other entities within their account. For example, when a teacher needs to be reassigned to a new classroom for the new school year, you can easily move their entire profile into another classroom. Please note that when a teacher is moved, they will no longer have access to the lesson plans created in their former classroom. If you have questions about this, reach out to us at help@kaymbu.com 

To move a user:

• Navigate to Menu > Roster.
• Click on the user’s profile, then select “Move”.
• When prompted, select the Role, Organization, Center, or Classroom the user will be moved into. 

Delete Users

User profiles can be deleted by accessing their profile from the Roster. Please note that only users with administrative access, such as Directors, Administrators, and Account Managers, will have the ability to delete teacher profiles. Teachers will not be able to delete the profiles of other teachers. 

To delete a user profile:

• Navigate to Menu > Roster.
• Click on the user’s profile.
• Select the red trash bin icon to the left of their profile image.

Dynamic Users

Kaymbu users can exist in and toggle between different classrooms and user levels in the system! For example, a teacher can have an AM and a PM classroom and switch back and forth between the two as needed. Directors can also add themselves as a teacher to each of their classrooms. You can learn more about Dynamic Users, including how to set them up in this article. 

Manage Roster

Sort Entities

Depending on your level of access, users can sort their organizations, centers, classrooms, students, and staff on the Roster. To sort entities, navigate to Menu > Roster and click on the vertical double arrows located next to the corresponding column at the top of the Roster.

Sort Teachers

When sorting teachers, you can choose to list them alphabetically by first or last name, or by classroom or email. To sort teachers, navigate to Menu > Roster. From there, you can select “All Teachers & Students” to view all staff or click on a specific classroom. Then, select the “Teachers” tab and click on the vertical double arrows next to the corresponding column at the top of the Roster.

Save View

After customizing the layout of your staff Roster, you can select the option to save the current view. This will ensure your preferred view remains the same even when navigating away from the Roster page. To save your preferred Roster layout, click on the settings icon on the top right corner of the Roster and select “Save View”. Please note that Roster layouts can only be saved at the classroom level and can be done for both the “Students” Roster and “Teachers” Roster.