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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: Navigation

    • 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.