The Four Roles

KiDig uses a role-based permission system with four levels. Each role inherits all capabilities of the roles below it.

1. Employee (EMPLOYEE)

The default role for all staff members. Employees can:

  • View and edit their own time entries (daily intervals, keywords are read-only)
  • View their own monthly and annual overview
  • Submit vacation and leave requests
  • Report sick days
  • View the dashboard with calendar, balances, and fill status
  • Change their own password

Employees cannot view other employees' data, access administration settings, or approve requests.

2. Admin (ADMIN)

Typically assigned to the facility director (Kita-Leitung) or deputy. In addition to all employee capabilities, admins can:

  • View and edit time entries for all employees in their facility
  • Set keywords on any day for any employee
  • Approve or reject vacation requests
  • Manage sick notes (edit, remove, view history)
  • View monthly and annual overviews for all employees
  • Access group and staffing management (child groups, staff assignments)
  • Configure facility settings (closed days, tariff settings, public holidays)
  • Manage employee contracts (weekly hours, workdays, validity periods)
  • Generate reports for the facility

3. Administration (ADMINISTRATION)

Designed for umbrella organisations (Träger) that manage multiple facilities. Administration users can:

  • Access all facilities under their organisation
  • View data across facilities for centralised reporting
  • Manage facility-level settings across the organisation
  • View and manage employees across all assigned facilities

This role is ideal for church-run Kita networks (e.g., Kirchengemeinden) or municipal childcare departments that oversee several locations.

4. Super Admin (SUPER_ADMIN)

Reserved for system-level access. This role is used for platform administration and is not assigned to regular users.

Granting Admin Access

To promote an employee to an admin role:

  1. Log in as an existing admin or higher role.
  2. Navigate to Employee Management and select the employee.
  3. Under Role, change the selection from Employee to Admin.
  4. Save. The change takes effect immediately.

Best practice: Each facility should have at least two admins to ensure continuity during absences.

Employee Write Permissions

By default, employees can edit their own time entries. Admins can restrict write permissions for individual employees if needed -- for example, after a month has been finalised and reviewed. When write permissions are removed, the employee can still view their data but cannot make changes.

Key Considerations

  • Role changes are instant and do not require a new login.
  • An admin can only manage employees within their own facility (unless they hold the Administration role).
  • There is no "manager" role between Employee and Admin. If a deputy needs admin capabilities, they must be granted the full Admin role.