Adding staff users and setting their roles

There are two kinds of staff access. Every employee gets a staff record, which is what payroll, attendance and the staff portal use. People who also work in the admin panel, such as an office manager or accountant, get a separate team account. This article covers both.

Before you start

• You must be signed in as the administrator to create team accounts and to manage departments and designations.
• Create your departments and job titles first, so you can pick them on the staff form.
• If you use branches, create them first. See the branch steps in the campuses and sessions setup.

Steps: set up departments and designations

1. Go to Configurations > Departments, click Add Department, enter the Department name and optionally a Code and Department Head, then save.
2. Go to Configurations > Staff Designations, click Add Designation, enter the Designation name, and optionally link it to a Department and Grade.

Steps: add a staff record

1. Go to HR / Staff > Active Staff.
2. Click Add New Staff.
3. Under Personal Information, enter the Name and, if you use branches, pick the Branch. Enter the Basic Salary.
4. Under Contact Information, enter the Mobile Number.
5. Under Professional Information, set the Joining Date, Employement Type, Department and Designation. The designation list narrows to the chosen department.
6. Save. The person now appears in the Active Staff list.

To add many people at once, click Import Data on the same page, download the Sample Excel File, fill it in, choose the file and click Upload & Save.

Steps: give someone a team account

1. Go to Team Management > Team.
2. Click Add New User.
3. In Create New Account, enter the Name, Mobile Number, a User ID, the Email Address and a Login Password. Save.
4. In the list, click Permissions on the new user's row to choose which modules and screens they can use. A new team account can do nothing until you grant permissions.
5. Share the User ID and password with the person, and ask them to change the password from My Profile after their first sign-in.

Good to know

• A designation is a job title for HR and reports. It does not decide what someone can see in the admin panel. Access comes from the permissions on their team account.
• Each User ID and email address can be used by only one team account.
• To stop a team member signing in, change their status to Disable in the Team list. A user must be disabled before the delete option appears.
• Staff portal access is controlled from the staff record. In the options menu of a row on Active Staff you can Disable App Login, Enable App Login or Change Password.
• Everything team users do is listed under Team Management > Activity Log.
• If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

For an overview, see Staff and HR.