Administration Guide

This guide covers administrative tasks in KitaManager: managing organizations, users, roles, funding configuration, and pay plans. You need admin or superadmin access to perform most of the actions described here.

Managing Organizations

Organizations represent individual daycare centers (Kitas). Each organization is a separate data space – children, employees, contracts, and other records belong to exactly one organization.

Creating an Organization

Only superadmins can create organizations. When creating an organization, you must provide:

• Name – the display name for the daycare center (e.g., “Kita Sonnenschein”)
• State (Bundesland) – the German federal state where the organization is located

The state determines which government funding rules apply. Supported states include Berlin, Brandenburg, Bayern, and other German federal states.

Updating an Organization

Admins and superadmins can update organization details such as the name and state.

Deleting an Organization

Only superadmins can delete organizations. Deleting an organization removes all associated data (children, employees, contracts, etc.).

User Management

User management is available to admins and superadmins.

Creating a User

When creating a user, provide:

• Name – the user’s display name
• Email – used for login, must be unique
• Password – must meet minimum length requirements
• Active – whether the account is enabled

Listing Users

Admins can view all users. The user list supports pagination and shows each user’s name, email, and active status.

Editing and Deleting Users

Admins can update user details (name, email, active status) and delete user accounts. Deleting a user removes their role assignments and access.

Resetting Passwords

Admins can reset a user’s password through the user management interface.

Superadmin Status

Only existing superadmins can grant or revoke superadmin status on other users. This is done through a dedicated toggle in the user management interface.

Role-Based Access Control

KitaManager uses five roles to control access. Each role has a defined set of permissions that determine what a user can do.

Roles Overview

• Superadmin – global system administrator with full access across all organizations. Can create and delete organizations, manage funding configurations, and perform all operations.
• Admin – full control within assigned organizations. Can manage employees, children, contracts, sections, pay plans, and users. Cannot create or delete organizations or manage funding configurations.
• Manager – handles daily operational tasks within assigned organizations. Can manage employees, children, and contracts. Has read-only access to users, sections, and pay plans.
• Member – read-only access within assigned organizations. Can view employees, children, contracts, sections, and pay plans but cannot modify anything.
• Staff – designed for teachers and assistants who need to track attendance. Can view children, child contracts, and sections. Has full create/read/update/delete access to attendance records only.

Permission Matrix

Scope: Superadmins operate across all organizations. All other roles are scoped to their assigned organizations only.

Organization Membership

Users are assigned to organizations with a specific role. This determines what they can access and where.

Key Concepts

• A user can belong to multiple organizations with different roles in each. For example, a user might be an admin in one Kita and a manager in another.
• Role assignments are managed through the user management interface. Admins can add or remove organization memberships for users within their own organizations.
• Superadmins can manage memberships across all organizations.

Assigning a Role

To assign a user to an organization, select the user in the user management interface, choose the target organization, and assign the desired role (admin, manager, member, or staff).

Removing a Membership

Removing a user’s membership from an organization revokes their access to that organization’s data. The user account itself is not deleted.

Configuring Government Funding Rates

Government funding configuration is a superadmin-only operation. It defines the funding rates that government agencies pay for childcare based on the state’s regulations.

Structure

A funding configuration consists of:

1. Funding Configuration – a top-level entry with a name and the associated state (Bundesland)
2. Time Periods – date ranges (from/to) within a configuration, each with a full-time weekly hours value
3. Properties – individual funding rate entries within a period

Properties

Each property defines a specific funding rate with the following fields:

Importing Funding Rates

Funding rates can be imported from YAML files. This is useful for bulk-loading official government rate tables. The YAML format defines the full configuration including periods and properties.

Configuring Pay Plans

Pay plans define salary structures for employees, typically following collective bargaining agreements such as TVoD-SuE.

Structure

A pay plan consists of:

1. Pay Plan – a named plan (e.g., “TVoD-SuE”) belonging to an organization
2. Periods – date ranges with associated weekly hours and employer contribution rate
3. Entries – individual salary entries within a period

Periods

Each period defines:

Entries

Each entry within a period defines:

Import and Export

Pay plans can be imported from and exported to YAML files. This simplifies setting up standard pay structures and sharing them across organizations.

Audit Logging

All create, update, and delete operations in KitaManager are recorded in the audit log. This supports compliance requirements and helps track who changed what and when.

Logged Information

Each audit log entry contains:

Audit logs are read-only and cannot be modified or deleted.

Seed Data

Development and testing environments can be populated with sample data to help with setup and testing.

What Gets Seeded

• A sample organization (“Kita Sonnenschein”)
• Test children with contracts
• Sample employees
• Berlin state government funding configuration

Running the Seed

Use the Makefile target to seed the database:

make seed

Alternatively, the seeding API endpoint can be called directly in development mode.

Next Steps

• Getting Started – Set up the application
• Architecture Overview – Understand the system design
• API Reference – Explore the REST API