In recent months, there’s been growing concern across the Early Years sector about how staff access and manage sensitive information, particularly in relation to safeguarding child data within software. In many settings, a single software login gives staff access to all system areas, whether they’re at work or off-site, making it difficult to maintain clear boundaries between professional responsibilities and personal admin.
That’s why eypeople is designed differently.
Our dedicated Early Years HR software ensures each staff member has a separate personal login just for their own HR file, distinct from the software login they use in the setting. By separating operational access from personal HR information, eypeople supports safer data practices and helps settings meet both safeguarding and GDPR requirements without compromise.
The Importance of Separation: HR vs Child Data
Having separate systems for HR tasks and day-to-day setting work helps staff mentally and practically separate being an employee (e.g. viewing rotas and managing leave, updating personal info, checking training records) from working in the nursery (e.g. caring for children, recording observations, planning activities).
When everything happens in one system, it becomes easy to blur the boundaries, for example, checking your rota while also having access to a child’s learning journey. That overlap can lead to distractions, mistakes, or unintentional access to sensitive data.
By keeping HR access completely separate, staff know that when they log into eypeople through our eyemployee app, they are managing personal employment matters, not interacting with or viewing child data. This clarity supports better safeguarding, clearer focus during work hours, and a more professional use of digital systems overall.
Benefits of Dedicated HR Software for Early Years Settings
- Streamlined Staff Deployment
From managing absences and approving annual leave to creating rotas that meet ratio requirements, dedicated HR software reduces the admin burden and helps ensure staff are deployed in line with their contracted hours and entitlements. - Focus on Staff Development
Keeping all training records and staff qualifications in one place makes it easy for managers and HR teams to track compliance, plan appraisals, and support staff progression. No need to chase certificates or check multiple systems: just one clear, up-to-date view of every team member’s development journey. - Better Oversight and Accountability
When all staff data and interactions are stored in one secure place, it’s easier to audit and review. Managers can see who’s working where, monitor staff compliance, and identify trends or issues early, helping them make better strategic decisions. - Increased Staff Empowerment and Engagement
With the eyemployee app, staff can access rotas, update personal details, and submit leave requests all from their own device, in their own time. This empowers staff to manage their own admin and helps them feel more in control of their employment experience.
Final Thoughts
As concerns around data protection continue to grow, now is the time for Early Years settings to adopt a more structured and thoughtful approach to managing staff and child data.
Separating HR functions from child data creates a safer, more efficient, and more professional working environment. It gives employees a clear boundary between their personal HR tasks and their day-to-day work with children. This separation is especially important today, as more Early Years practitioners work flexible hours, split shifts, or part-time contracts.
A dedicated staff HR app like eyemployee allows staff members to access their HR information easily and securely when away from the nursery without needing to open a system that contains sensitive child records.
If your setting is still using a single login for staff to access both their HR and child data, it may be time to reconsider. Your team, and the families you support, deserve software that prioritises safeguarding, simplicity, and security.
Ready to take the next step? Discover how eypeople and the eyemployee app can help your setting safeguard data, streamline HR, and support your staff. Get in touch with our team today to arrange a demo or learn more.
