Staff

The Staff section allows you to manage teachers and other staff members, including their accounts, roles, and class assignments.

Accessing Staff

1. Click Staff in the sidebar navigation
2. View the staff list

Staff List

Overview

The All Staff table shows one row per person:

Column	Contents
Staff Member	Initials, name, email and phone
Role	Teacher, Principal, School Admin or Finance
Employee #	Employee number, where one is set
Specializations	Subjects a teacher specialises in
Status	Active or inactive

The header above the table shows the total staff count. If no one has been added yet, the table is replaced with a No staff yet message and an Add Staff shortcut.

Filtering

The Status dropdown offers All Status, Active and Inactive.

Searching

Type in the Search staff... box to find someone by name or email.

Paging

When there are more staff than fit on one page, Previous and Next buttons appear under the table.

Adding Staff

New Staff Member

1. Click Add Staff
2. Fill in the form
3. Click Add Staff Member
4. Copy the temporary password shown, then click I've copied — continue

TIP

The form doesn't mark First Name, Last Name or Email with an asterisk, but the account can't actually be created without them — fill them in even though nothing forces you to.

Personal Information

Field	Description
First Name	Staff member's first name
Last Name	Staff member's last name
Email	Email address (used for login)
Phone	Contact number
Date of Birth	Birth date
Gender	Male, Female or Other
Address	Home address

Employment Details

Field	Description
Employee ID	Optional employee number
Hire Date	Defaults to today
Role	See the roles below
Department	e.g. Science, Languages
Qualifications	Degrees, certifications, etc.

Emergency Contact

Contact Name and Contact Phone.

Role Assignment

The Role dropdown offers:

Role	Access
Teacher	Their own classes, grades and attendance
Principal	School-wide access
School Admin	Full admin access
Accountant / Finance	Finance-oriented access
Librarian	Treated as a School Admin account
Nurse	Treated as a School Admin account
Other	Treated as a School Admin account

The temporary password

After you submit, a dialog shows a one-time temporary password for the new staff member.

WARNING

This is the only time the password is shown. Copy it and pass it on to the staff member in person, on WhatsApp, or however you normally communicate. The I've copied — continue button stays disabled until you press Copy.

They should change it when they first log in.

Editing Staff

Updating Staff Information

1. Click the staff member's row, or choose View / Edit from the ⋯ menu
2. Update the fields you need
3. Click Save Changes

Save Changes stays disabled until you actually change something.

What you can edit

First Name, Last Name, Email and Phone are editable on this screen, though normally staff members keep those current themselves in their own account — use this only to correct something on their behalf.

You can also edit:

• Role — Teacher, Principal, School Admin, Finance. Switching someone to Teacher creates their teacher record if they don't already have one; switching away and back again preserves it, so historical grades stay intact.
• Status — Active or Inactive
• Employee Number — teachers only, at least 3 characters when filled in
• Specializations — teachers only, a comma-separated list of subjects

Class Assignments

Teachers aren't assigned to classes from the Staff page. Do it from the class instead:

1. Open Classes and click the class
2. Go to the Subjects & teachers tab
3. Set the Homeroom teacher for the class, and pick a teacher for each subject
4. Click Save

See Classes for the full workflow.

Staff Status

Status	Description
Active	Currently employed
Inactive	No longer employed

Deactivating Staff

When a staff member leaves:

1. Open their record
2. Change Status to Inactive
3. Click Save Changes

The Delete Staff button does the same thing — it deactivates the account rather than erasing it, so their history is preserved.

WARNING

Deactivating staff removes their system access.

Best Practices

1. Verify information - Ensure accuracy
2. Assign appropriate roles - Match access to responsibilities
3. Hand over the temporary password immediately - it can't be shown again
4. Update promptly - Reflect changes immediately
5. Review regularly - Check for inactive accounts