How to add a teacher or staff member

Staff members can include teachers and non-teachers, and they are both created and managed in the same place.

Steps to Add a New Staff Member

Step 1: Select "Staff" from the main menu.

Step 2: Select "Add New Staff" from the action menu.

Step 3: Enter the staff's first and last name. The title is optional.

Step 4: Enter the email address (optional). Without it, the staff member will not be able to log into the system.

Step 5: Select the desired user group. User groups determine the access the user has to different pages and functionality across the system. By default, teachers can take attendance and enter grades only for their own classes. For more information on user groups and permissions, see the appropriate help tutorial in the "User Groups" section.

Step 6: Toggle "Teaches" on if the staff member is a teacher. The difference between a teacher and a non-teacher is determined by this toggle. If it's on, their name will appear in the system as a teacher, e.g., when creating a class, their name will be in the list of teachers. If it's off, they will be considered a non-teaching staff member.

Step 7: Enter the date the staff member joined your school, and leave the "Date Resigned" field empty.

Step 8: Select "Create" to create the staff member.

Note: If your school has more staff fields or staff menus, you will be able to see and access them after creating the staff member. For detailed instructions on adding more staff fields, sections, and staff menus, see the appropriate help tutorial in the "CRM and Custom Fields" section.

Step 9: Select "Cancel" to go back to the staff list page.

Step 10: Select "Staff" from the main menu to see the newly created staff member. If you don't see them, select the appropriate year filter. Staff members only appear in years that are past their joined date and will not appear in years prior to their joined date.

• You can also filter the staff list by teachers and non-teachers, export the list of staff by selecting "Export" from the action menu, and email one or more staff members by selecting the desired staff members and then selecting "Email" from the action menu. For detailed instructions on emailing staff members, see the appropriate help tutorial in the "Email" section.

Resigned Staff

The staff "Date Joined" and "Date Resigned" fields affect staff members in two ways:

1. Ability to log into the system
2. Being displayed and accessible throughout the system

When a staff member joins your school:

• Enter the date they joined into the "Date Joined" field, and leave the "Date Resigned" field empty.
• They will then be able to log into the system any time past this date.

When a staff member resigns from your school:

• Enter the date resigned into the "Date Resigned" field.
• They will no longer be able to log into the system past this date.

Resigned staff members will be hidden from certain places in the system, such as:

• They will not show up in the teacher's list when creating a new class.
• They will not be available as a potential class substitute teacher, as the system assumes they are no longer working for the school.

Note: If you want the teacher to be a substitute, they should not have a value in the "Date Resigned" field. If you want them to substitute classes but do not want them to log into the system, you can block them or limit their access to the system. For more information on blocking or limiting user access, see the appropriate help tutorial in the "Accounts and Login" section.

In the "Classes" page, their name will no longer appear in the teacher filter, so that the filter will only display current staff members. However, the resigned teachers' classes will still display with their name.

In the "Staff" page, there are two ways to see a resigned staff member:

1. When you select "All Years," the list of staff members will display all staff members from all years, including resigned staff members.
2. If you select a specific year, the list will only display staff members who are still active and who taught classes during that year. To display resigned staff members within a specific year, select the "Show Resigned" option located in the action menu.

Entering Staff Data

• You can track any type of staff data. Please note that the classes teachers teach are automatically tracked based on scheduled lessons and can be viewed in the "Teachers Report." For more information on the "Teachers Report," see the appropriate help tutorial.
• The staff and student information is contained within a CRM (Contact Relationship Management) system. You can track various types of staff details by customizing the fields within the CRM. You can add new staff menus containing sections with various types of fields.
• For detailed instructions on how to set up staff custom fields, see the appropriate help tutorial in the "CRM and Custom Fields" section.