Teaching Staff is where you keep your teachers’ records and decide who teaches which subject in which class. Those assignments control what each teacher sees in Score Entry. Each teacher can also have a signature for report cards and a private set of documents.
- Where HR → Teaching Staff
- Who can use it Anyone whose role includes Teaching Staff. Signatures can only be changed by the teacher themself, the Admin and the Head Teacher.
- Set up first Subjects and Streams & Classes
Add a teacher
- Click Add Teacher.
- Enter the Staff Number (for example STF-014), First Name and Last Name. These three are required.
- Add the Position, Department, Phone and Email. The email is needed later if the teacher is to get a login.
- Click Add Teacher. You’re taken back to the list.
To change details, click the pencil icon. When editing you can also set the Status: Active, Inactive, On leave or Terminated.
Logins, campus, hire date and probation are set in Non-teaching Staff: switch its filter to Teaching staff.
Assign subjects and classes
- Click Assign Subject.
- Choose the Teacher.
- Under Classes, leave All classes selected, or click the classes they take, for example JHS 1 and JHS 2.
- Under Subjects, click one or more subjects, for example Mathematics.
- Click Assign Subjects. One assignment is made for each subject in each class you picked.
Assignments the teacher already has are skipped, and a message tells you how many were made and skipped. To remove one, click the bin icon in Subject & Class Assignments.
The tiles show Teachers Without Assignments and Subjects Without a Teacher, so you can spot gaps before score entry starts.
Add a report-card signature
A teacher’s signature is printed above their signature line on report cards, as class teacher or head teacher.
- Edit the teacher (pencil icon). The Signature card is below the form.
- Click Draw and sign in the box with a finger, pen or mouse, then click Save signature. Or click Upload image and choose a PNG or JPG photo of their signature on white paper.
- To take it off, click Remove. Report cards then print an empty signature line.
The app cleans the image up: the white background becomes transparent and the ink is made one even colour. Signatures are stored privately, never at a public web address, and every change is recorded in the audit log.
The Signature card only shows to the teacher themself, the Admin and the Head Teacher. Teachers with a login can also add their own under Settings (My signature).
Keep their documents
The Documents card, also below the form, holds the teacher’s CV, appointment letter, contract, certificates, Ghana Card, SSNIT and similar papers. Choose the Type, add a Title and an optional Expiry date, pick the File (PDF, DOC, DOCX, JPG or PNG) and click Upload. Documents near or past their expiry date are flagged.
Good to know
- Signatures and documents can only be added after the teacher has been saved. Add the teacher, then open them again with the pencil icon.
- Staff numbers must be unique in your school.
- There is no delete button here. Set the status to Terminated, or delete from Non-teaching Staff (only possible if they have no assignments, leave or salary records).
- Teachers with a login only see their own assigned classes and subjects in Score Entry.