Staff records

School Admin

All Staff is the institution's employment register: teachers, office staff, drivers, cleaners and security. A staff record is not a sign-in. Most staff never sign in, and adding a record creates no account.

Before you start

• Your institution subscribes to Staff (it normally comes with Staff Leave).
• Optional: departments, so you can place people in one.
• In the top bar, pick the part of the institution the person works at. A new record is posted to that unit, and the form has no field to change it.

Where to find it

Teachers & Staff → All Staff (page heading All Staff: "Everybody employed at {unit} and below — not only the teachers.").

• Header buttons: Shifts, Departments, Add Staff.
• Search Name, employee number, or role….
• Status filter: Everyone still here, Active, On long leave, Left. Department filter: Every department. Active filters appear as chips with Clear all.
• Columns: Name (with employee number), Designation (with department or "No department"), Terms, Posted to, Status.
• Click a row to open the person's profile.
• Empty list: Nobody here yet — "Add the people who work at this institution — teaching and everybody else."

Add a staff member

1. Pick the posting unit in the top bar.
2. Click Add Staff. The dialog reads "Teaching or not. A cleaner, a driver and a librarian all belong here."
3. Fill in the fields below. Add stays disabled until First name, Employee number and Joined on are filled.
4. Click Add. You see "{first name} added." and the new profile opens.

Fields

Field	Required	What to enter
Photograph	No	JPEG, PNG or WebP up to 5MB
First name	Yes	Up to 80 characters
Last name	No	Up to 80 characters
Employee number	Yes (new records only)	The institution's own number, up to 40 characters, unique in your institution. "That employee number is already in use" if taken. Can't be changed later.
Joined on	Yes (new records only)	Joining date. Can't be changed later.
Designation	No	Free text up to 120 characters, e.g. "Mathematics Teacher" or "Bus Driver (Route 4)"
Department	No	No department or an active department
Terms	No (default Permanent)	Permanent, On probation, Contract, Visiting, Part-time, Intern, Volunteer
Email	No	A valid email, up to 160 characters. "Recording somebody does not create a login."
Phone	No	6–20 characters

Fields you can see but not set

The profile displays Confirmed, Reports to, Emergency contact and Aadhaar, but no form in the app can fill them in. They show "—", "Not yet" or "Not recorded" unless they were imported. Staff can't be transferred to another posting or marked "On long leave" from the app either.

The staff profile

Heading Staff member: "Their record, their history, and the documents on file." All staff goes back.

The header shows the photo (or initials), name, status, terms, designation · department and employee number, plus Edit and Record leaving. Below that:

• Joined, Confirmed, Posted to, Reports to, Email, Phone, Emergency contact, Aadhaar.
• Aadhaar shows only the last four digits. People allowed to export staff data can click the eye button to reveal the full number; the reveal is logged ("This reveal was recorded against your name.").
• "{n} people report to them", with links.

Edit

Click Edit to change name, photograph, designation, department, terms, email and phone, then Save changes. Meaningful changes (a new designation, department or terms) are added to History.

History

"Every change that meant something. Correcting a spelling does not appear here." Events: Joined, Confirmed in post, Role changed, Transferred, Moved department, Terms changed, Reporting line changed, Went on long leave, Returned from leave, Left. Each shows before → after, any note, and who recorded it.

Shift

"What hours they are expected for. Without one, attendance uses the school's own register."

1. Click Assign (disabled until at least one shift exists — see Departments and shifts).
2. In Assign a shift, choose Shift, Applies on (Every working day, or a single day such as Saturdays only) and From.
3. Click Assign.

A new assignment takes over from that date; the previous one is marked Ended and kept for past attendance. Badges: Current, Ended, "{Day}s only", Overnight. A shift assignment can't be ended on its own in the app — assign another shift instead.

Documents

"Contracts, qualifications, verifications. The ones that lapse are flagged."

1. Click Add.
2. Choose Kind (Contract, Qualification, Identity proof, Address proof, Police verification, Medical, Licence, Other), an optional Label (e.g. "B.Ed certificate"), an optional Expires on date, and the File (PDF, JPEG or PNG).
3. Click Attach.

Documents with an expiry show Expired, Expires today or "{n} days left". Open views a file; the bin icon removes it (the file is deleted too). There is no institution-wide list of expiring documents in the app.

Linking a staff record to a sign-in

A staff record and a sign-in account are separate. Linking them lets the person see Your employment on their My Profile page.

• The only place to link is step 2 of Teachers → Add Teacher. See Add a teacher. That works for any account run through that flow.
• The staff profile has no link or unlink button, and an existing link can't be replaced.

Partially implemented

Non-teaching staff who sign in (for example an accountant) can't be linked to their staff record from the app, because the only link control is inside the Add Teacher flow.

Record that someone has left

1. Open the profile and click Record leaving.
2. In Record that {name} has left ("They stay on the record with everything already logged against them. Nothing is deleted."), set Last day (defaults to today; can't be before joining: "That is before they joined.") and an optional Reason (e.g. "Resigned, contract ended, moved away…").
3. Click Record leaving.

The status becomes Exited, a "Left" event is added to History, and Record leaving disappears. The person no longer shows under Everyone still here; filter by Left to find them.

This doesn't close their sign-in

"This does not close their sign-in. If they had an account, revoke its access separately." Go to Access & Security → User Accounts & Access, edit each of the person's access rows, and set Status to Suspended or Revoked. See Users and access and the offboarding section of Teacher onboarding workflow.

What staff see themselves

Anyone whose account is linked to a staff record sees Your employment on My Workspace → My Profile: designation, employee number, department, place of work, employment terms, joining date, reports to and the last digits of Aadhaar. It is read-only: "The office's record. Ask them to change any of it." Staff can't see or upload their own documents or shifts. People without a staff role see only their own record on All Staff, if the page is available to them at all.

Who can do this

Action	Who (by default)
See All Staff and profiles	School Admin. An admin scoped to a campus sees staff posted inside it.
Add Staff, departments, shifts	People who can add staff (School Admin)
Edit, assign shifts, add/remove documents	People who can edit staff (School Admin)
Record leaving	People with the separate "exit staff" permission (School Admin)
Reveal full Aadhaar	People who can export staff data (School Admin)

Teachers have no access to All Staff.

Common problems

Symptom	Why	Fix
Add stays disabled	First name, Employee number or Joined on is empty	Fill all three
"That employee number is already in use"	Number taken in this institution	Use another number
"That class is outside the ones you work with." when adding	The top-bar unit is outside your access	Pick a unit inside your access
Assign (shift) disabled	No shifts exist	Add one on Staff Shifts
Person left but can still sign in	Record leaving doesn't touch access	Suspend or revoke their access
"Your employment" missing on the person's My Profile	Record not linked to their account	Link through Add Teacher step 2

Related

• Departments and shifts
• Staff leave
• Add a teacher
• Users and access