Create a New Site User
To create a new site-level user:
- Click on "Users" or “Staff” on the main dashboard. This will take you to the Staff List page.
- On the Staff List page, click the blue "Add" button in the upper-right corner. This will take you to the Staff page.
User Fields
| Field | Required | Notes |
|---|---|---|
| Name | Yes | |
| User Name | Yes |
Set Password
- Click the blue button that says “Click to Set or Reset Password”. When you do this, you will see two fields appear for the password and confirmation of password.
- Type a password that is at least 12 characters long. There is no requirement for upper-case, lower-case, numbers or special characters.
- Retype the password in the "Confirm Password" box.
- If the two passwords do not match, you will get an error when you save.
User Fields, Continued
| Field Name | Required | Notes |
|---|---|---|
| Email address | Yes | This is where Welcome emails and password reset requests will be sent |
| Phone Number | No | |
| Start Date | No | |
| End Date | No | |
| Status | Yes | New users should be set to "Active". User with a status of "Inactive" will not be able to login. On the Site List page, inactive staff will be listed at the bottom and greyed out. |
| Primary Contact for Site | No | |
| Allowed to Add Participants on Mobile | No | The site also needs to be authorized to add participants on mobile in Site Details |
| Allowed to Record Hours on Mobile | No | |
| Allowed to view participants & rosters | No | |
| Able to View File Cabinet | No | If this box is checked, then the user can view files added to the File Cabinet |
| Able to add files to file cabinet | No | If this box is checked, then the user can upload files into the File Cabinet. Note that only Sponsor Admin users can delete files that have been uploaded to the File Cabinet. |
| Allow Expense Entry After Submit to Sponsor | No | If this box is checked, it will allow a site user to enter expenses after they have clicked "Submit to Sponsor". However, if a claim is created, they will not be able to enter expenses. |
| Allowed to delete receipts | No | |
| Allow expense entry after claim creation | No | If this box is checked, then a site can enter expenses, even if a claim has already been created. |
User Roles
You must select a Role for your new user. There are three options:
- Site Manager/Director: can see all buttons available to site-level staff. Can submit a claim to the sponsor.
- Staff: can only see attendance and meal counts
- Kitchen Staff or Infant Teacher: can see attendance, meal counts and menus
Signature Box
Providers or center staff can add their signature here once they login for the first time. Learn more about site-level user signatures here.
Training
If you have training to add for this user, you can enter it here. Learn more about adding training for site-level users here.
Hourly Rate
If you are using My Food Program to track salary and wage expenses in order to document a nonprofit food service, you can enter a user's hourly rate and allow them to record their hours and the distribution of their hours between CACFP and non-CACFP tasks. Learn more about tracking hours here.
Video Explanation