Add staff and assign roles

Every member of staff who uses the product needs a record and a role. The record holds their details; the role decides what they can open. Getting both right means teachers see their classes, the bursar sees finance, and nobody sees information they should not.

Before you start

• Collect each person’s full name, work email, and phone number.
• Know their job title and department.
• Decide what each person should be able to access.
• For teachers, know which subjects and classes they will take.

Start with the people who need access first — administrators and teachers — rather than trying to enter the whole staff list in one sitting.

Step 1 — Add the staff member

1. Open Employee Management (also referred to as Staff) as an administrator.
2. Add a new staff member.
3. Enter their personal and contact details.
4. Enter their employment information — job title, department, and start date.
5. Save the record.

Use a work email address wherever possible. It is how the person receives access details and school communications.

Step 2 — Assign a role

1. Open Roles & Permissions to review the roles available at your school and what each one grants.
2. Use Assign Roles to give the staff member the role that matches their job.
3. Grant the minimum access the person needs to do their work. You can always add more.
4. Save, and confirm the person’s menu looks right when they sign in.

Step 3 — Set teachers up for teaching

A staff record and a role are not enough for a teacher to start work. The teacher workspace is populated by class courses.

1. Go to Sessional Activities → Class Courses.
2. Assign the teacher to each subject and class they will teach this session.
3. If they are a form teacher, name them as class teacher on the relevant class. This unlocks the Class Teacher workspace.
4. Ask them to sign in and confirm their courses appear.

Step 4 — Give them access

1. Share the school login link.
2. Issue access according to your temporary-password policy.
3. Ask them to set their own password at first sign-in.
4. Point them to the workspace switcher if they hold more than one role.

HR self-service

Where your plan includes HR features, staff can use self-service for their own leave requests, payslips, attendance, loans, and documents. This removes a large amount of routine paperwork from the office and gives staff a single place to check their own records.

Tips

• Review roles each session. Responsibilities change, and access should change with them.
• Remove access promptly when someone leaves. Make it part of your standard leaving checklist.
• Avoid shared logins. They make it impossible to know who did what.
• Keep job titles consistent so staff lists and reports stay readable.

Common issues

A teacher signs in but sees no classes

They have a staff record but no class courses. Assign them under Class Courses.

Someone can see more than they should

Review their assigned role and reduce it to what the job requires.

A staff member did not receive their access details

Check the email address on their record, then reissue access and share the login link directly.

The class teacher tools are missing for a form teacher

They must be named as class teacher on the class record itself.

What’s next

With staff records and roles in place, you can run payroll where your plan includes it, and staff can begin using HR self-service.