Non-teaching Staff holds the records of your administrators, bursars, cleaners, drivers, security and other support staff. It is also where you give any staff member, teaching or not, a login to the app, track their probation, and keep their signature and documents.
- Where HR → Non-teaching Staff
- Who can use it Anyone whose role includes Non-teaching Staff. Signatures can only be changed by the staff member themself, the Admin and the Head Teacher.
- Set up first Campuses, if your school has more than one
The staff list
The list opens on Non-teaching staff. Change the filter to Teaching staff or All staff to see everyone. If you have campuses, All Campuses narrows the list to one campus.
Each row shows the role, position, department, campus, status, probation and whether they have a portal login. The tiles count Total Staff, Active, Teaching and Non-Teaching.
Add a staff member
- Click Add Staff.
- Enter the Staff Number, First Name and Last Name (required) and choose the Role Type: Teaching or Non-Teaching.
- Add the Position (for example Accountant), Department, Phone, Email, Hire Date and Campus (optional).
- Leave Create their login now ticked to make their login as you save (it needs an email). If you manage Users, choose the Login role, for example Teacher.
- Click Add Staff Member. A message says whether the password-setup link went out by email, SMS or both.
To change details later, click the pencil icon. When editing you can also set the Status: Active, Inactive, On leave or Terminated.
Probation and confirmation
When editing a staff member, set the Probation End Date. The list then shows “On probation until” that date.
When they’ve passed probation, click Confirm Employment and confirm. The list shows Confirmed, and the probation date can no longer be changed.
Give, link or revoke a login
- Make sure the staff member has an email address saved.
- Click Give Login in the Portal Login column and confirm.
- They get a link to choose their password by email, and by SMS when your school has an SMS gateway. They get the built-in Staff role; change their role in Users if they need more.
Already made their login under Users? Click Link Login instead and pick that login. It keeps its role and password. A login whose email matches the staff record links itself. Until a teacher’s login is linked, their classes, lesson notes and clock-in don’t show. See Logins for staff and parents.
Teachers who sign in only see their own assigned classes and subjects in Score Entry. A login also lets staff clock in, use the gate QR code and complete their own appraisal.
Revoke Login removes their access. If the login was created for them by Give Login, it is deleted; if they were linked to an account that already existed, that account stays and only loses its staff access. Their staff record stays either way. Reset 2FA clears their two-factor set-up so they can set it up again; this needs Super Admin access.
An email address can only belong to one school. If it’s already used by an account at another school, you’ll be asked to use a different one.
Signature and documents
Open a saved staff member with the pencil icon to see two extra cards below the form:
- Signature: Draw it on the pad or Upload image (PNG or JPG), then save. It prints above their signature line on report cards, for example a head teacher’s. Only they, the Admin and the Head Teacher see this card. Staff with a login can also set their own under Settings (My signature).
- Documents: upload CVs, contracts, certificates, Ghana Card, SSNIT and similar (PDF, DOC, DOCX, JPG or PNG), with an optional expiry date. Files are private to HR staff and the staff member.
Good to know
- Staff numbers must be unique in your school.
- You can’t delete a staff member who has subject assignments, leave requests or salary records. Set their status to Terminated instead.
- Deleting a staff member cannot be undone.
- Subject assignments for teachers are made in Teaching Staff.