Staff Management

Manage your non-teaching personnel - from administrators and office staff to facilities and support teams.

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Staff Management Architecture

┌─────────────────────────────────────────────────────────────────────────────┐
│                        STAFF MANAGEMENT SYSTEM                              │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                              │
│  ┌───────────────────────────────────────────────────────────────────────┐  │
│  │                          Staff Categories                              │  │
│  └───────────────────────────────────────────────────────────────────────┘  │
│                                                                              │
│  ┌────────────────┐  ┌───────────────┐  ┌───────────────┐  ┌────────────────┐    │
│  │ Administrative │  │    Finance    │  │    Support   │  │       IT       │    │
│  │                │  │               │  │              │  │                │    │
│  │ • Registrar    │  │ • Bursar     │  │ • Security  │  │ • Technician   │    │
│  │ • Secretary   │  │ • Accountant │  │ • Cleaners  │  │ • Sys Admin    │    │
│  │ • Receptionist│  │ • Cashier    │  │ • Driver    │  │ • Network      │    │
│  │               │  │              │  │ • Cook      │  │               │    │
│  └────────────────┘  └───────────────┘  └───────────────┘  └────────────────┘    │
│                                                                              │
│  ┌───────────────────────────────────────────────────────────────────────┐  │
│  │                      Staff Employment Journey                          │  │
│  │                                                                       │  │
│  │  Hire → Assign Department → Assign Role → Set Permissions → Active    │  │
│  │                                                                       │  │
│  └───────────────────────────────────────────────────────────────────────┘  │
│                                                                              │
└─────────────────────────────────────────────────────────────────────────────┘

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Staff Onboarding Workflow

START: New Staff Member Hired
         │
         ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 1: Collect Documents                                       │
│  ─────────────────────────                                       │
│  Gather required documents:                                     │
│  • National ID / Work permit                                    │
│  • Relevant certificates                                        │
│  • References                                                    │
│  • Police clearance (if required)                               │
└────────────────────────────┬────────────────────────────────┘
                             │
                             ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 2: Create Staff Profile                                    │
│  ───────────────────────────                                    │
│  Enter employee information:                                    │
│  • Personal details (name, contact)                             │
│  • Employment details (start date, salary)                      │
│  • Emergency contact                                             │
└────────────────────────────┬────────────────────────────────┘
                             │
                             ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 3: Assign Department & Role                                │
│  ───────────────────────────────                                │
│  Configure their position:                                      │
│  • Select department (Administration, Finance, etc.)           │
│  • Assign role (Secretary, Bursar, etc.)                        │
│  • Set job title                                                 │
└────────────────────────────┬────────────────────────────────┘
                             │
                             ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 4: Set System Access                                       │
│  ─────────────────────────                                       │
│  Configure login and permissions:                               │
│  • Create login credentials (email + password)                  │
│  • Assign permissions based on role                             │
│  • Send welcome email                                            │
└────────────────────────────┬────────────────────────────────┘
                             │
                             ▼
                     STAFF MEMBER ACTIVE ✓

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Overview

The Staff module helps you manage employees who aren't primarily teaching:

• Administrative staff (registrars, secretaries, office managers)
• Finance staff (accountants, bursars)
• Support staff (security, maintenance, cleaners)
• IT staff (technicians, system administrators)
• Leadership (principals, vice principals with non-teaching roles)

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Accessing Staff Management

1. Click People in the left sidebar
2. Select Staff
3. You'll see the staff list with search and filter options

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Adding a New Staff Member

Step 1: Start Registration

1. Go to People → Staff
2. Click + Add Staff
3. The registration form opens

Step 2: Personal Information

Field	Description	Required
First Name	Staff member's first name	✅ Yes
Middle Name	Middle name(s)	No
Last Name	Surname/family name	✅ Yes
Date of Birth	Birth date	No
Gender	Male, Female, Other	✅ Yes
National ID	Government ID number	No

Step 3: Contact Information

Field	Description
Email	Work email address
Phone	Primary phone
Alternative Phone	Secondary phone
Address	Home address

Step 4: Emergency Contact

Field	Description
Contact Name	Who to call in emergency
Contact Phone	Emergency contact phone
Relationship	Spouse, Parent, etc.

Step 5: Employment Details

Field	Description	Required
Staff Number	Unique employee ID	✅ Yes
Role	Headmaster, Admin, Support, etc.	✅ Yes
Job Title	Specific title (e.g., "Senior Secretary")	No
Department	Where they work	No
Employment Type	Full-time, Part-time, Contract	✅ Yes
Hire Date	Date employment started	✅ Yes

Step 6: School Assignment

Field	Description
Primary School	Main school assignment
Additional Schools	For multi-school staff

Step 7: Save

1. Review all information
2. Click Create Staff
3. The staff member is now registered

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Staff Roles

Understanding Roles

Role	Description	Typical Responsibilities
Headmaster	School principal	Overall leadership, policy, external relations
Vice Principal	Deputy head	Academic leadership, discipline, operations
Admin	Administrative staff	Records, scheduling, admissions, office work
Staff	General staff	Various departmental functions
Support	Support services	Security, maintenance, cleaning, catering

Setting a Role

1. Open staff member's profile
2. Go to Employment tab
3. Click Edit
4. Select the appropriate Role
5. Click Save

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Department Assignment

Assigning to a Department

1. Open staff member's profile
2. Go to Employment tab
3. Click Edit
4. Select the Department:
   • Administration
   • Finance
   • Human Resources
   • IT/Technology
   • Facilities/Maintenance
   • Security
   • Library
   • Other
5. Click Save

Common Departments

Department	Typical Staff
Administration	Registrars, secretaries, office managers
Finance	Accountants, bursars, cashiers
Human Resources	HR officers, payroll staff
IT/Technology	Technicians, network admins
Facilities	Maintenance, groundskeepers
Security	Security officers, guards
Library	Librarians, assistants
Student Services	Counselors, wellness staff

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Multi-School Assignments

For organizations with multiple schools, staff can be assigned to more than one location.

Assigning to Multiple Schools

1. Open staff member's profile
2. Go to Employment tab
3. Click Edit Schools
4. Check all schools where they work
5. Set the Primary School (their main location)
6. Click Save

Managing Multi-School Schedules

For staff working at multiple schools:

1. Go to Employment tab
2. Click Edit Schedule
3. Set which days they work at each school:

School	Days
Main Campus	Monday, Wednesday, Friday
Junior Campus	Tuesday
Senior Campus	Thursday

4. Click Save

Multi-School Staff

These are typically district administrators, IT support, or specialists who serve multiple schools in a network.

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Staff Profile

Viewing a Profile

1. Go to People → Staff
2. Click on a staff member's name
3. The full profile opens

Profile Sections

Section	Contents
Overview	Photo, summary, quick info
Personal	Contact details, emergency contact
Employment	Role, department, job title, status
Schools	Assigned schools and schedule
Qualifications	Education, certifications
Leave	Leave balances and history
Documents	Uploaded files
Activity	Change history

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Employment Status

Status Types

Status	Description
Active	Currently employed and working
On Leave	On approved leave
Suspended	Temporarily suspended
Terminated	Employment ended

Changing Status

1. Open staff member's profile
2. Go to Employment tab
3. Click Change Status
4. Select new status
5. Enter effective date
6. Add notes if required
7. Click Confirm

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Managing Leave

Viewing Leave Balances

1. Open staff member's profile
2. Go to Leave tab
3. See balances for:
   • Annual Leave
   • Sick Leave
   • Other leave types

Recording Leave

1. Go to Leave tab
2. Click + Record Leave
3. Enter:
   • Leave type
   • Start date
   • End date
   • Reason
4. Click Save

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Access & Permissions

Setting Access Areas

Control which physical areas staff can access:

1. Open staff member's profile
2. Go to Employment tab
3. Click Edit Access
4. Check areas they can access:
   • Admin Block
   • Staff Room
   • Finance Office
   • IT Room
   • Records Room
   • etc.
5. Click Save

This information is used for:

• Access card programming
• Security clearance
• Physical access reports

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Searching for Staff

Quick Search

Use the search bar to find staff by:

• Name
• Staff number
• Email
• Phone

Filters

Filter	Options
Role	Headmaster, Admin, Support, etc.
Department	Administration, Finance, IT, etc.
Status	Active, On Leave, etc.
Employment Type	Full-time, Part-time, Contract
School	Filter by assigned school

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Importing Staff in Bulk

Prepare Import File

1. Go to People → Staff
2. Click Import
3. Download the CSV template
4. Fill in staff data:

Column	Example	Required
first_name	Grace	✅
last_name	Ncube	✅
email	g.ncube@school.edu	✅
gender	female	✅
role	admin	✅
job_title	Senior Secretary	No
department	Administration	No
hire_date	2024-01-15	✅

Upload and Import

1. Click Choose File
2. Select your CSV
3. Click Preview
4. Review for errors
5. Click Import

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Staff Reports

Available Reports

Report	Description
Staff Directory	Complete list with contact info
Department Report	Staff organized by department
Role Summary	Staff count by role
Leave Report	Leave taken and balances

Generating Reports

1. Go to People → Staff
2. Click Reports
3. Select report type
4. Set parameters
5. Click Generate
6. Export to PDF or Excel

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Common Questions

What's the difference between Staff and Teachers?

• Teachers are academic staff whose primary role is teaching
• Staff are non-teaching personnel (though some may have administrative roles)

Teachers who also have administrative duties should be in the Teachers module with their admin roles noted there.

How do I handle staff who work at multiple schools?

Use the multi-school assignment feature:

1. Assign them to all schools where they work
2. Set their primary school
3. Define their schedule at each location

Can staff have system access?

Yes - after creating a staff record, you can create a user account for them with appropriate system permissions. See Settings for details.

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Best Practices

Keep Contact Info Current

Regularly verify staff contact information, especially emergency contacts. This is critical for safety.

Clear Job Titles

Use clear, consistent job titles. This helps with:

• Organizational charts
• Official communications
• Reporting

Document Access Needs

Record which areas each staff member needs access to. This simplifies access card management and security audits.

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Related Topics

• Teachers - Teaching staff management
• Settings - System access and organization setup