Staff Records & Profiles
Manage your institution's greatest asset: its human capital. The Staff module tracks employment lifecycles, qualifications, and administrative roles.
Staff Directory
Navigate to Portal > Staff to view and manage your employee database.
Core Staff Data
- Employment Identity:
- Staff Number: Unique institutional identifier.
- Category: Teaching, Non-Teaching, Administrative, Support, or Management.
- Employment Type: Full-Time, Part-Time, Contract, Temporary, Intern, or Volunteer.
- Status: active, on_leave, suspended, resigned, terminated, or probation.
- Organizational Placement:
- Department & Designation: The staff member's functional home and job title.
- Campus Assignment: Staff can be assigned to multiple campuses but must have one Primary Campus.
- Reporting Line: Define the supervisor (User) this staff member reports to.
Career & Compliance
The staff profile maintains a record of professional standing:
- Teaching Status: A specific flag for educators that enables classroom-related permissions.
- Licensing: Track Teaching Licence Numbers and their Expiry Dates.
- Experience: Log Years of Experience and a professional Bio.
Managing Contracts
Lifecycle Dates
The system tracks several critical employment dates:
- Hire Date: Official start of the relationship.
- Confirmation Date: When probation ends and permanent status begins.
- Contract Dates: Start and end dates for fixed-term employees.
- Notice Period: Standard days required for resignation/termination.
💡 Pro-Tips & Notes
A Staff Record is separate from a User Account. To allow a staff member to log in, you must link their record to a valid User Account via the Profile Settings.
Use the Probation End Date field to generate automated reminders for HR to conduct performance reviews before the staff member is confirmed.
For staff who work across different sites (e.g., a shared Librarian), assign them to all relevant campuses in their profile. This allows them to appear on attendance sheets and directories for each location.