Your system can store information about paid and volunteer staff. This tool is useful for several reasons.
- The Staff section acts like a mini-HR database. It can store data on employment history and emergency contacts. The system also offers a secure place for uploading relevant documents for staff members, such as awards or certifications.
- When adding or editing a session on the Session Schedule form, a drop-down list of the staff created in the Staff section will be available. This is a helpful way for administrators to assign certain activities to certain staff.
- Records of employed and volunteer staff are also required for reporting to some funding sources.
This article describes how to add, edit, and delete staff records.
Select People from your left-hand navigation menu.
Select List of Staff.
This opens the List of Staff table.
Until an Employment end date (described below) is entered in a staff member's Employment information record, they will continue to appear in this Staff list, even into future reporting terms.
Adding a Staff Record
To add a new Staff record, click Add Staff +
There are four sections of a staff record: Personal Information, Employment Information, Address, and Relationships. The required fields for each section must be completed before proceeding to the next section or saving. Red asterisks indicate required fields. There also may be fields not shown in the images in this article that were added as custom fields by your system administrator, some of which may be required.
Fill out the required Personal Information. Any field marked with a red asterisk is required and must be completed before proceeding to the next step.
Click Next Step.
Next, complete the Employment Information. Any field marked with a red asterisk is required and must be completed before proceeding to the next step.
Click Next Step.
Fill out the Address Information if needed.
Click "Next Step."
Click + Add Relationship in the Relationships section to add one or more relationship persons.
Any field marked with a red asterisk is required and must be completed before proceeding to the next step.
Click Save Staff to finish the process of adding your staff member.
You will be returned to the list of staff, where your newly added staff member will appear.
Editing a Staff Record
You can edit a Staff record by clicking the pencil icon corresponding to their name.
A common reason to edit a record is to create a new Employment information record if the employee is still active for a new reporting term or if their role or compensation has changed during the year.
Click on the appropriate section (Personal Information, Employment Information, Address, Relationships, Documents) to edit the data in that area.
The Documents section is available if you need to upload documents related to an individual staff member (scans of signed reviews, commendations, etc.)
Be sure to click the Save buttons after editing data in any section.
Deleting a Staff Record
Typically, if a staff member leaves your program, instead of deleting them, to preserve the history of their employment in your program, put a date in the Employment end date field in the Employment Information section of their record.
To completely delete a staff record, first edit their record and then click on the Employment information section.
You can remove an individual employment record by clicking the trash can icon corresponding with the Employment information record.
If there is only one employment record and you use the trash can icon to delete it, the prompt below will appear asking if you are sure, as this will delete the entire staff record. If you want to remove the staff record from the system, click Yes, delete Staff.
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