User Roles & Onboarding Guide
Overview
Who is this for? This guide is primarily for Tenant Admins setting up their organisation on Oakline for the first time. It will help you understand the permissions hierarchy so you can assign the right access levels to your team.
Setting up your team correctly ensures your data is secure while giving staff the tools they need to be effective.
Role Capabilities
We use a straightforward permission system to keep things simple and secure.
| Role |
What they CAN do |
What they CANNOT do |
| Tenant Admin |
Full Access. Manage settings, connect Stripe, view all financial reports, manage staff, and override bookings. |
Cannot access other Tenants' data or server-level configurations. |
| Staff Member |
Day-to-Day Operations. View class registers, check children in/out, and view their own schedule. |
Cannot access financial reports, payroll data, or change global settings (e.g., pricing, terms). |
| Parent / Guardian |
Self-Service. Book sessions, pay for bookings, and manage their children's profiles. |
Cannot view any data related to other parents, children, or internal operations. |
Next Steps
Now that you understand the roles, here is how to get started based on your responsibility:
🚀 For Tenant Admins
- Configure Payments: Go to Settings > Payments to connect your Stripe account.
- Invite Staff (Create Users): Navigate to Settings > Users to create login accounts for your team. See Managing System Users.
- Add Staff Records: Navigate to Staff > Staff Admin to add employees for payroll/rotas. See Managing Staff Records.
- Create Sessions: Set up your first activity and schedule sessions.
📋 For Staff
- Check Your Rota: Log in to see your assigned sessions.
- Learn the Register: Familiarise yourself with the Registers page to check children in and out efficiently.
🏡 For Parents
- Add Your Children: Create profiles for your children in the My Family section.
- Book a Session: Browse available activities and secure your spot!
Best Practices & Security
- Principle of Least Privilege: Only grant Admin access to those who absolutely need to handle money or sensitive configuration. For everyone else, the Staff role is sufficient.
- Regular Audits: Review your staff list every few months. Deactivate accounts for staff members who have left your organisation to maintain security.
- Personal Accounts: Ensure every staff member has their own login. Avoid sharing a generic "admin" email address.