Process: Adding a Staff Profile

The Staff section is where you create and view available Staff records, including: Academics, Assessors, and Coordinators. In this article, we will go over the process of creating a Staff profile.

We recommend setting up your Staff record prior to creating Course Enrolments. This is so that they populate in the drop-down list of available staff when you are enrolling a student into a course and linking them to their respective Course/Unit offers.

TABLE OF CONTENTS

• Setting Up Your Reference Data
• Add a Staff profile to a Party Profile
  
  

Setting Up Your Reference Data

Before creating a Staff record, ensure the following reference data is set up so that they can be available to select during the Staff creation process. Reference Data can be accessed via Administration → Lookups → Reference Data.

• Job Title - Staff can have titles set against them for internal record keeping purposes. 
• Staff Types - An internal identifier that can be set against Staff record for internal record keeping purposes. 
• Employment Basis - Select the Staff employment for record keeping purposes. 
• Staff Status - This is for record keeping proposes. Use this to identify the status of the staff profile.

Add a Staff profile to a Party Profile

• Go to Community → Staff → List all.
  
• Click the New button.
  
• There are two options available to you for adding a Staff profile.
  • Search for an existing party profile by entering their name and click search. Select the party record from the list and the system will progress to the Staff Profile details
    
  • You can also create a new party profile by clicking on the Create New button and entering the required details.
    
• Once the party profile has been selected or created, enter the relevant details in the Staff Profile section
  
  1. Job Title - Selects the Job Title for the Staff member.
  2. Staff Type - Selects the Staff Type for the Staff member.
  3. Employment Basis - Sets the Employment Basis for the Staff member. 
  4. Enabled - This ensures that the Staff profile is active against the party record.
  5. Internal ID - A unique identifier for the Staff member can be entered here. 
  6. Staff Status - This is for record keeping proposes. Use this to identify the status of the staff profile.
  7. Roles - Assign a role against the Staff profile. This will allow the Staff to be able to be selected against Programs, Courses, and Students.
  8. Conference Link - If the Staff member uses video conference software such as Zoom or Microsoft Teams, their unique link can be entered here. 
  9. Provider - Displays the provider that the Staff profile was created under. 
• Click Next to review the Staff Profile and Confirm to create the Staff Profile.

You have now added a Staff profile against a party.