Staff Management

Learn how to add, manage, and organize your school's staff members.

Overview

The Staff Management module allows you to maintain comprehensive records for all teaching and non-teaching staff at your school.

Adding Staff Members

Manual Entry

1. Navigate to Staff

   Go to User Management > Staff > Active Staff in the main navigation.

2. Click Add Staff

   Click the "Add Staff" button in the top-right corner.

3. Fill in Staff Information

   Complete the form with the following details:

   • Personal Information: First name, last name, date of birth, gender
   • Contact Details: Email address, phone number
   • Employment Information: Staff ID number, hire date, employment status
4. Add Addresses (Optional)

   You can add multiple addresses for each staff member.

5. Add Qualifications (Optional)

   Record educational qualifications and certifications.

6. Save

   Click "Save" to create the staff record.

Bulk Import via Excel

1. Download Template

   Click "Import Staff" button, then download the Excel template.

2. Fill in the Template

   Add staff information to the template. Required fields are:

   • first_name
   • last_name
   • email (must be unique)
   • id_number (must be unique)
   • hire_date (format: YYYY-MM-DD)
3. Upload and Preview

   Upload your filled template. The system will validate and show a preview.

4. Review and Confirm

   Check for any errors (shown in red). Only valid records will be imported.

5. Complete Import

   Click "Confirm and Import" to add the staff members.

Viewing and Managing Staff

Staff List

The main staff page displays all staff in a sortable, searchable table:

• Use the search box to find specific staff members
• Filter between Active and Alumni staff using the toggle buttons
• Sort by clicking column headers
• Use the Actions column to view, edit, or delete records

Staff Details

Click "View" to see a staff member's complete profile, including:

• Personal information
• Contact details
• Employment history
• Addresses
• Qualifications
• Teaching assignments

Managing Addresses

Each staff member can have multiple addresses:

1. View the staff member's details page
2. Navigate to the Addresses tab
3. Click "Add Address" to add a new address
4. Set one address as "Primary" for official correspondence

Managing Qualifications

Record educational and professional qualifications:

1. View the staff member's details page
2. Navigate to the Qualifications tab
3. Click "Add Qualification"
4. Enter qualification details: type, institution, year obtained

Editing Staff Information

1. Find the staff member in the staff list
2. Click the "Edit" button in the Actions column
3. Modify the information as needed
4. Click "Save" to update the record

Archiving Staff (Making Alumni)

When a staff member leaves the school:

1. Edit the staff record
2. Change Status to "Inactive"
3. Enter an End Date
4. Save the changes

The staff member will now appear in the "Alumni Staff" list.

Restoring Alumni Staff

If a staff member returns to the school:

1. Switch to the "Alumni" view
2. Find the staff member
3. Click "Restore"
4. Update employment details as needed

Deleting Staff Records

To delete a staff record:

1. Click "Delete" in the Actions column
2. Confirm the deletion