Adding staff
Why a staff record and a login are two different things — and how to create each.
A staff member is one person with two parts:
| What it is | |
|---|---|
| Staff record | The person — name, Ghana Card, SSNIT, what they teach. |
| Login | Their way into the system, and what they may do. |
Adding someone gives them a login as well, unless you choose No login for now. Most staff sign in: teachers to take attendance and enter marks, the bursar to record payments. Choose No login for now for staff who never use the system, or who have no email yet — they still exist for the timetable and class assignments, and appear under No login yet in Staff → Logins & access until you give them one.
Adding the staff record
Sidebar → People → Staff → Add staff. Only the name is required.
Under Teaching you can give them their classes straight away: the class subjects that have no teacher yet are listed first — tap one to add it — or pick any class and subject. Set their Form class there too. These go straight into Timetable → Setup → Who teaches what, the one list the timetable, marks and homework all follow, so teaching needs a Teacher or Form Master login. A teacher with no classes signs in to an empty console.
Ghana Card, SSNIT, the times they can't teach and any extra classes they should see are folded away under Add later — fill them in now or from their profile when the paperwork arrives.
Click anyone's name in the directory to open their profile: what they teach and their weekly load, their login, contact details and availability.
The Record completion tab shows who is missing HR details — Ghana Card, SSNIT, bank details, next of kin. Staff can fill their own in from My record at the bottom of their sidebar, which is usually faster than chasing paper.
The login, while adding them
At the bottom of the form, Console login is set to Give them a login. Choose what they can do — nothing is ticked for you, but a job title like "Mathematics Tutor" offers Use Teacher as a shortcut — and how their first password is sent. A login needs the email above. Add and give login saves both. If the person saves but the login cannot be given (say, another login already uses that email), the message says so and they wait under No login yet in Staff → Logins & access.
Granting a login later
Sidebar → Staff → Logins & access. Everyone on the staff list is there. Press No login yet to see who still needs one, then either:
- Give login on one person's row, or
- tick several people — a panel opens beside the list where you choose their role once and give them all a login together. Useful on day one, when every teacher needs one.
Each role says what it lets someone do, and nothing is ticked for you — School Administrator is marked Full access. A login needs an email: if someone has none, type it into their row and press Save.
They will be asked to set their own password the first time they sign in.
Which role to give: Roles: who can do what.
Removing access
Open the person's profile from Staff and press Deactivate in its Login section (it asks you to confirm) rather than deleting the staff record. Change role and Reset password sit beside it; the ⋯ menu on each row of Staff → Logins & access has the same three. Deactivating ends their access but keeps the history — who entered which marks, who recorded which payment — intact. School setup → Activity log keeps a record of what was changed and by whom.
The system will not let you remove the last remaining administrator, so you cannot accidentally lock your school out.