Initial School Set-Up
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      Admin: Creating New Staff

      This guide will walk you through the steps needed to add a new staff member, including how to input employment details, assign job classifications, record credentials, and set up a staff login.

      Table of Contents

        1: Navigate to Admin > Staff Info > Find/Add Staff

        Start by navigating to the Admin menu, selecting Staff Info, and clicking on Find/Add Staff. This is where you’ll begin the process of adding a new team member.

        Important: Before adding a new staff member, make sure to check for existing records by following Step 2.

        2: Search for an Existing Staff Record

        To avoid duplicate entries, type the staff member’s name into the search bar. This step ensures you’re not re-entering information that may already exist from previous employment.

        Click Search.

        Pro Tip:

        • A green highlight means the staff member has a current employment record.
        • Red or grey indicates they have a record from previous employment but may not have an active job classification.

        Red =   Not Employed 

        Grey = Not currently Employed (but have a current job classification record)


        3: Add a New Staff Member

        If your search confirms that the staff member isn’t already in the system, go ahead and click Add New Staff.

        You’ll then be prompted to fill in all the necessary information. Once done, click Next Page to proceed.

        Continue clicking Next to complete all required tabs, including Demographics, Education, District Information, and Language Fluency.

        Once every tab is filled out, click SAVE on the final tab (Emergency Card).

        * Complete as much information on the Demographics, Education, District Information and Language Fluency tabs as possible.

        4: Complete the Employment Record

        Next, navigate to Admin > Staff Info > Show Staff List. Here, you’ll see a list of staff members. Click the Suitcase Icon (Employment Icon) next to the new staff member’s name to open their employment details.

        If the staff member’s name is highlighted in red, it’s a signal that their employment information needs updating. Simply click the Suitcase Icon in the bottom right to update their record.

        On the Employment Data Screen, select Add Staff Employment Record. Fill in the required fields, including Start Date, Hiring Terms, and Time Base.
        Click SAVE.

        5: Job Classification and Assignment Information

        Accurate job classification is crucial, especially for state reporting requirements like CALPADS. Here’s how to ensure this information is correctly entered:

        Click the Job/Assignments tab.
        Select Add New Job Classification.

        Fill in all fields marked with a red asterisk (*); other fields are optional but can be completed for more detailed records.
        Click Save.

        Note: The titles in the Staff Titles drop-down are now determined by the %FTE (Full-Time Equivalent) values from the staff member’s Job/Class Assignments. You can adjust these by going to Admin > Staff Info > Show Staff List > User Name > Job Class/Assignments.


        6: Record Credentials and NCLB Information

        Now it’s time to record the staff member’s credentials and NCLB (No Child Left Behind) status.

        Click the Credentials tab.
        Then click Add Credential Record.

        Enter the required information, and when you’re ready, click Save.

        7: Set Up Staff Login

        Finally, it’s time to set up the new staff member’s login so they can access the system.

        Go to Admin > Settings > Security > Security.
        Click Define Users.

        Next, click Add New User.

        For the Login Name, enter the first initial and last name of the new staff member. Choose a simple, temporary password that they can change upon first login.
        Click Save.

        Tip: We usually set a simple initial password to make the first login process easier. The staff member will be required to set a new, secure password on their first access.

        To link the staff member’s file to their login, click the Icon.

        Find the staff member’s name in the list on the right, and click the green circle button next to it.

        Note: If you don’t see a matching name, double-check that Steps A and B have been completed correctly.