The right access for every role.
Every person on your team gets exactly the access their job needs — nothing more. Here’s what each Bloomily role can see and do, and how to tailor roles to the way your program works.
1 · Which features
Every role grants a specific set of features — attendance, daily reports, billing, messaging. If a feature isn’t part of someone’s role, it simply doesn’t appear for them.
2 · Which classrooms
Roles are either organization-wide or limited to assigned classrooms. Classroom-scoped staff only ever see the children and records of the rooms you assign to them.
Admin and office roles
Organization Admin
Whole organizationOwners and directors who run the account. The only role that manages the team itself.
- Every feature, every classroom
- Invite & deactivate staff, change roles
- Organization settings & custom roles
- Billing, payroll & financial reports
Director
Whole organizationFull day-to-day access to every feature and classroom. Directors are usually also made Organization Admins so they can manage team accounts.
- All classroom & family records, full edit
- Enrollment, billing, payroll, reports
- Organization settings
- Team accounts (needs Org Admin)
Office Manager
Whole organizationView-only recordsRuns operations: enrollment, billing, families, staffing, and the front desk.
- Enrollment, billing & financial reports
- Family & staff directories, scheduling, payroll
- Parent messaging & check-in/out desk
- Doesn’t author daily reports or edit rosters
- No organization settings
Front Desk
Whole organizationView-only recordsGreets families and keeps arrivals moving.
- Check-in / check-out desk
- Family directory & calendar
- Newsletters & announcements
- No billing, enrollment, or settings
Organization-wide teacher roles
Teacher (All Classrooms)
Whole organizationSenior teachers and coordinators who work across every room.
- Full classroom records in every room
- Daily reports, photos, assessments
- Parent messaging
- No billing, enrollment, or settings
Floater
Whole organizationCoverage staff who move between rooms — same access as Teacher (All Classrooms).
- Full classroom records in every room
- Daily reports, photos, assessments
- Parent messaging
- No billing, enrollment, or settings
Teacher (View All)
Whole organizationView-only recordsObservers, trainees, and specialists who need to see every room without changing records.
- Read daily reports, attendance & media everywhere
- Lesson plans & calendar
- No parent messaging
- No assessments, billing, or settings
Classroom-scoped teacher roles
These roles only ever see the classrooms you assign to them — other rooms’ children, records, and families stay invisible.
Lead Teacher
Assigned classroomsRuns their room end to end, including family communication.
- Full records for assigned rooms
- Daily reports, photos, meals, lesson plans
- Assessments & parent messaging
- No billing, enrollment, or settings
Teacher
Assigned classroomsThe standard classroom role for day-to-day teaching.
- Daily reports, attendance & photos
- Lesson plans & meals
- No parent messaging (lead teachers handle it)
- No assessments or billing
Assistant
Assigned classroomsView-only recordsAides and helpers who need the roster, not the paperwork.
- See rosters & child profiles for their rooms
- Calendar
- No editing anywhere
- No messaging, billing, or settings
The whole picture, side by side
| Whole organization | Assigned classrooms | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Feature area | Org Admin | Director | Office Manager | Front Desk | Teacher (All) & Floater | Teacher (View All) | Lead Teacher | Teacher | Assistant |
| Everyday basics | |||||||||
| Dashboard & calendar | Full access | Full access | Full access | Full access | Full access | Full access | Full access | Full access | Full access |
| Classroom rosters | Full access | Full access | View only | View only | Full access | View only | Full access | Full access | View only |
| Child profiles (incl. medical & emergency info) | Full access | Full access | View only | View only | Full access | View only | Full access | Full access | View only |
| Classroom records | |||||||||
| Attendance | Full access | Full access | View only | View only | Full access | View only | Full access | Full access | –No access |
| Check-in / check-out desk | Full access | Full access | Full access | Full access | –No access | –No access | –No access | –No access | –No access |
| Daily reports & activities | Full access | Full access | –No access | –No access | Full access | View only | Full access | Full access | –No access |
| Photos & media | Full access | Full access | –No access | –No access | Full access | View only | Full access | Full access | –No access |
| Assessments & progress | Full access | Full access | –No access | –No access | Full access | –No access | Full access | –No access | –No access |
| Lesson plans | Full access | Full access | –No access | –No access | Full access | Full access | Full access | Full access | –No access |
| Meals | Full access | Full access | –No access | –No access | Full access | –No access | Full access | Full access | –No access |
| Families & communication | |||||||||
| Parent messaging | Full access | Full access | Full access | –No access | Full access | –No access | Full access | –No access | –No access |
| Newsletters & announcements | Full access | Full access | –No access | Full access | –No access | –No access | –No access | –No access | –No access |
| Family directory | Full access | Full access | Full access | Full access | –No access | –No access | –No access | –No access | –No access |
| Office & business | |||||||||
| Enrollment & registration | Full access | Full access | Full access | –No access | –No access | –No access | –No access | –No access | –No access |
| Billing & payments | Full access | Full access | Full access | –No access | –No access | –No access | –No access | –No access | –No access |
| Financial reports | Full access | Full access | Full access | –No access | –No access | –No access | –No access | –No access | –No access |
| Staff directory & scheduling1 | Full access | Full access | Full access | –No access | –No access | –No access | –No access | –No access | –No access |
| Payroll | Full access | Full access | Full access | –No access | –No access | –No access | –No access | –No access | –No access |
| Administration | |||||||||
| Organization settings & role editor | Full access | Full access | –No access | –No access | –No access | –No access | –No access | –No access | –No access |
| Team accounts (invite, deactivate, change roles)2 | Full access | –No access | –No access | –No access | –No access | –No access | –No access | –No access | –No access |
¹ Every staff member always sees their own schedule and profile in the Staff Portal; this row is about managing other people’s.
² Managing team accounts requires Organization Admin. Directors are typically given Org Admin alongside their Director role.
For the three classroom-scoped roles, every full-access and view-only mark applies only within assigned rooms.
Need something in between? Custom roles are built in.
The nine roles above are starting points, not limits. In Settings → Roles & Permissions, Organization Admins can clone any role and switch individual features on or off — the tailored role then appears in your staff list like any other.
Example: an “Administrator” role that adds daily-report review to Office Manager while removing payroll — useful when your office team oversees classrooms but a separate person handles pay.
Parents & good-to-knows
Parents use a separate Parent Portal and mobile app. Each family sees only its own children — daily reports, photos shared with them, invoices, and messages. Never other families’ information.
Locations act as filters for classrooms, programs, and reporting. Staff access is organization-wide or classroom-assigned; for a single-site program, “whole organization” simply means your site.
Staff access — at every level — is limited to your organization’s data. Read how we protect it
See it with your own team.
Set up roles in minutes, or we’ll walk you through it on a setup call.