Staff Roster Overview 

The Roster on Kaymbu is where user profiles are created and managed, granting each team member the appropriate access to your account. Each user is assigned a role  - such as Account Manager, Administrator, Director, or Teacher - which determines what they can view and manage.

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. Sort User Profiles
   • Save View

Accessing Roster 

You can access the Roster from the Kaymbu 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 and can add other Account Managers, Administrators, Directors, and Teachers. 
• Administrators have access to all of the centers within an organization and can add other Administrators, Directors, and Teachers.
• Directors have access to all of the classrooms within a center and can add other Directors and Teachers. 

Teachers have non-administrative access, can access only their specific classroom, and 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)
• Users 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 a new Administrator or Director to your account, follow the steps below:

• Navigate to Menu > Roster
  • If adding an Administrator, select the Organizations tab and the applicable organization, then click on the Administrators tab at the top of the page
  • If adding a Director, select the Centers tab and the applicable center, then click on the Directors tab at the top of the page
• Select "Add Administrators" (or the green plus button), or select “Add Director” (or the green plus button)

• Enter the user’s email address

• Enter additional information for the user. 
  • Note: Only a first and last name is required. Once the profile is created, the user will receive an email with steps to set up their password and access their account.
  • If a phone number is added to a user profile, you can choose to enable SMS notifications. SMS notifications are only sent when an Announcement is marked as Urgent

Add a Teacher 

To add a new teacher to your account, follow the steps below:

• Navigate to Menu > Roster
• Select the appropriate classroom, then click the Teachers tab at the top of the page 
• Select "Add Teachers" (or the green plus button)

• Enter the user’s email address

• Enter additional information for the user. 
  • Note: Only a first and last name is required. Once the profile is created, the user will receive an email with steps to set up their password and access their account.
  • If a phone number is added to a user profile, you can choose to enable SMS notifications. SMS notifications are only sent when an Announcement is marked as Urgent

Edit User Information 

At any time, you can edit user information, including contact information or passwords.  

To edit a staff profile, follow the steps below:

• Navigate to Menu > Roster
  • To edit an Administrator profile: Select the Organization and click on the Administrators tab
  • To edit a Director profile: Select the Center and click on the Directors tab
  • To edit a Teacher profile: Select the Classroom and click on the Teachers tab
• Click on their profile and select the "Edit" icon to the right of their photo

Reset Password 

If you have forgotten your password and need to regain access to your account, follow the steps below:

• Go to my.kaymbu.com or open up the Kaymbu app
• Enter your email address

• Select "Forgot Password" on the next screen. Doing so will send a password reset link directly to your email address 

  

High-level users can also create a temporary password to add to a staff profile. We highly recommend that once a temporary password has been created and the user has logged in to their account, they change it to a more secure one.

To create a temporary password for a user, follow the steps below:

• Navigate to Menu > Roster
• Click on the user’s profile
• Select the Edit (pencil) icon
• Enter a new password
• Select Save

Manage User Profiles

Within the Roster, users can also manage staff profiles. This includes the ability to move, edit, or delete staff accounts as needed, and update profile photos.

Additionally, staff can be set up as Dynamic Users, allowing them to access multiple profiles or entities using the same login credentials for a more seamless experience across your account.

User Profile Photo

To add or update a staff profile photo:

• Navigate to Menu > Roster
• Click on the user’s profile
• Select the camera icon that appears on the profile image

Move Users

Staff 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 to the new classroom. 

To move a user, follow the steps below:

• Navigate to Menu > Roster
• Click on the user’s profile, then select “Move”
• Select the Role, Organization, Center, or Classroom to which the user will be moved
• Click Save  

Delete Users

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

To delete a user profile, follow the steps below:

• 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

Multiple user profiles can be created for a single staff member. This will allow them to switch between different entities or user levels using the same login credentials, making them a Dynamic User in the system and enabling seamless transitions between multiple user accounts. 

For example, a teacher can have an AM and a PM classroom and switch between them as needed. Directors can also add themselves as teachers to each of their classrooms and switch between their director and teacher profiles as needed. 

To learn more about Dynamic Users, including how to set them up, view this article. 

Sort User Profiles

Users can manage their Staff Roster by sorting user profiles and customizing their Roster layout. The ability to sort user profiles is accessible at all user levels - Account Managers, Administrators, Directors, and Teachers. 

When sorting staff profiles, you can choose to list them alphabetically by first or last name, or by classroom or email address, making it easier to locate specific users when needed.

To sort staff profiles, follow the steps below:

• Navigate to Menu > Roster
  • To sort Administrators, select the Organizations tab and the applicable organization, and click on the Administrators tab at the top of the page
  • To sort Directors, select the Centers tab and the applicable center, and click on the Directors tab at the top of the page
  • To sort Teachers, select the Classrooms tab, then click on “All Teachers & Students” to view all teachers, or click into a specific classroom
• Click on the vertical double arrows located next to the corresponding column (first name, last name, email, or classroom) at the top of the Roster

Save View

After sorting and 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 gear icon on the top right corner of the Roster and select “Save View”.