Teacher onboarding workflow

School Admin Teacher

From "we hired Anita Rao" to "Anita marked attendance for 8-A". Follow the stages in order. Each depends on the ones before it. The last section covers what to do when a teacher leaves.

Stage 1 — Structure and session are ready

• The structure goes down to divisions, e.g. Grade 8 → 8-A. See Institution structure.
• Session 2026-27 is marked current. See Academic sessions.

If skipped: the Division list in the assignment dialog is empty, or saving fails with "This institution has no current academic session yet." Teachers see no classes.

Stage 2 — Subjects exist

Add Mathematics (code MATHEMATICS) to the current session. See Subjects.

If skipped: Assign a teacher is disabled and the table says "Add subjects first — an assignment ties a teacher to a subject in a division."

Stage 3 — Add Teacher: teaching access and invitation

1. In the top bar, pick the campus that contains 8-A.
2. Teachers & Staff → Teachers → Add Teacher → Give teaching access.
3. Email anita.rao@demopublic.example, Access Role Teacher, Scope the campus (or Institution-wide). Click Give access.
4. In Invitation issued, copy the Invitation link and send it to Anita. It is shown once and expires after 72 hours.

Details: Add a teacher.

If skipped or wrong: Anita doesn't appear on Teachers. A scope that doesn't contain 8-A causes "That part of the institution is outside your access." later.

Stage 4 — Staff record (optional)

In step 2, link Anita's existing staff record, or click Add new staff record (enter Employee number and Joined on), or Continue without a staff record. See Staff records.

If skipped: teaching works normally. Anita's My Profile has no Your employment section, and the link can only be made later by running Add Teacher again.

Stage 5 — Teaching assignments

In step 3, click Assign a teacher, choose Subjects Mathematics and Division 8-A, then click Assign. Repeat for each division. See Teaching assignments.

If skipped: Anita signs in to an empty top-bar picker, no students, and empty Class lists.

Stage 6 — Bell schedule and timetable

Set up periods (Bell schedule), then put Anita's Mathematics lectures on 8-A's grid in Academics → Class Timetable (Timetable). If your school allows it, Anita can also add her own lectures.

If skipped: My Schedule says "Nothing scheduled this week" and the dashboard says "Nothing scheduled today". Attendance still works.

Stage 7 — Students are enrolled

Rohan Mehta and classmates are enrolled in 8-A for 2026-27. See Add a student.

If skipped: the register says "Nobody on this register".

Stage 8 — Teacher accepts the invitation and signs in

Anita opens the link, chooses a password, confirms her name and signs in. See First login.

If skipped: the account can't sign in. A lost or expired link can't be reissued from the app. Contact support.

Stage 9 — First attendance

Anita opens Attendance → Mark Attendance, picks 8-A in the top bar, marks Absent for anyone missing (giving a reason under More where asked), then clicks Mark rest present. See A teacher's day.

Checklist

• [ ] Divisions exist; session is current; subjects added
• [ ] Access given with a teaching role and a scope that covers all their divisions
• [ ] Invitation link sent (within 72 hours)
• [ ] Staff record linked (optional)
• [ ] Assignments created in the current session
• [ ] Lectures on the timetable
• [ ] Teacher signed in and sees their classes

Offboarding a teacher

The app has no single "offboard" action. Do these three things separately.

1. Stop their sign-in

1. Access & Security → User Accounts & Access. Search for the teacher. The list shows one row per access record, and search only covers the current page.
2. Click the pencil on each of their rows.
3. Set Status to Suspended (can be reactivated) or Revoked, then click Save changes.

Once none of their access is active, they can't sign in to your institution. They also disappear from the Teachers page. You can't change your own access. See Users and access.

2. Record that they've left

Teachers & Staff → All Staff, open the person, click Record leaving, set Last day and Reason, then click Record leaving. This keeps all their history and does not close their sign-in — that's why step 1 is separate. See Staff records.

3. Hand over their classes

1. Add assignments for the replacement teacher on Academics → Teaching Assignments.
2. On Academics → Class Timetable, move or replace the leaving teacher's lectures (remove the old lecture, add one for the new teacher). For a single date, use Get it covered on the lecture.
3. Existing study material, exams and marks stay as they are.

Partially implemented

The leaving teacher's teaching assignments can't be removed in the app. They remain in the list and still count for that person if their access is ever reactivated. Ask SolAssists support to remove them.

Offboarding task	In the app?
Suspend or revoke sign-in	Yes — per access row
Record leaving	Yes
Add assignments for the replacement	Yes
Change timetable lectures	Yes
Remove old assignments	No — support only
Unlink staff record from account	No

Related

• Teachers overview
• Add a teacher
• Teaching assignments
• A teacher's day
• Academic year setup