Adding staff
Why a staff record and a login are two different things — and how to create each.
There are two separate things, and confusing them is the single most common setup mistake.
| Where | What it is | |
|---|---|---|
| Staff record | People → Staff | The person. Their name, Ghana Card, SSNIT, what they teach. |
| Login | People → Users & Access | Their way into the system, and what they may do. |
Adding a staff record does not create a login. A teacher you add under Staff exists in the directory, can be put on the timetable and assigned to classes — but cannot sign in until you grant them access. This is deliberate: plenty of staff need a record and no login.
Adding the staff record
Sidebar → People → Staff → Staff directory. Add the person, then set:
- Subjects they teach
- Classes they teach
- Form class, if they are a form master
Those three fields are what scope a teacher's view of the system. Leave them empty and the teacher signs in to an empty console.
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.
Granting the login
Sidebar → People → Users & Access → Users. Create the login against the staff member's email address and give them one or more roles.
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
Deactivate the user in Users & Access rather than deleting the staff record. Deactivating ends their access but keeps the history — who entered which marks, who recorded which payment — intact. The Activity tab keeps a log 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.