Manage Staff Records

This article explains how to add, edit, and deactivate staff records in Asset Management. Staff records are most often populated through a nightly integration with the district’s student information system or HR system. This integration helps keep staff data current and is the recommended way to maintain staff records.

1. Navigation:
2. Site/Warehouse View
3. Staff

Add a Staff Record

You can add staff records manually when needed. As a best practice, use the staff member’s ID from your student information system or HR system. This helps the nightly import update the existing record instead of creating a duplicate.

1. Click Staff, located in the top navigation bar.
2. Click Add Record. The grid expands and displays “Staff Member: New Staff Member.”
3. Enter the staff member’s details. Red fields are required.
4. Click Add.

Edit a Staff Record

1. Click Staff, located in the top navigation bar.
2. Locate the staff record you want to edit.
3. Click Edit to the left of the staff member’s name. The grid expands.
4. Update the staff member’s details. Red fields are required.
5. Click Update.

Staff Deactivation Process – Collect to a Room

Use this process to collect an “In Use” item from a staff member who is leaving the site or district while also deactivating the staff record.

A staff record cannot be deactivated if the staff member has outstanding charges. Tags with restricted funding sources must be collected before the deactivation can be completed.

1. Click Staff, located in the top navigation bar.
2. Filter for the staff member.
3. Click Edit in the staff member’s row. The staff information grid expands.
4. A red message displays at the bottom of the grid: “This Staff member has outstanding distributions.”

5. Click the link Click here to collect all inventory and deactivate. The “Staff Inventory Collection and Deactivation” window opens.

6. Select Room from the “Collect to” drop-down menu.
7. Enter the room number in the Return to Room field and click Next, or click Search and select the room.
8. Select the status from the Collect to Status drop-down menu.
9. (Optional) Enter notes in the Status Notes field. Click Lock/Unlock to lock the notes.
10. Enter or scan the tag number in the Tag field.
11. Click Save.
12. If accessories are assigned to the tag, they display in the window. Update the collected quantity for any missing accessories.
13. To collect the tag and its accessories, click Collect Accessories. The “Deactivation Process Complete” window opens.

14. The following message displays: “All tags have been collected and (name of Staff) will now be set to inactive.”

    

15. Click OK. The screen returns to the “Staff” grid.

Staff Deactivation Process – Collect to a Site

If the staff member is leaving the site but not the district, you can use Collect to a Site to move the asset to the new site. This method can also transfer the asset with the staff member, if needed.

1. Click Staff, located in the top navigation bar.
2. Filter for the staff member.
3. Click Edit in the staff member’s row. The “Staff Information” grid expands.
4. A red message displays at the bottom of the grid: “This Staff member has outstanding distributions.”
5. Select Click here to collect all inventory and deactivate. The “Staff Inventory Collection and Deactivation” window opens.
6. Select Site from the “Collect to” drop-down menu.
   • If the staff member has already been added to the destination site, an additional option appears: “Automatically Issue to <STAFF NAME>.”

8. Select the destination site from the Destination Site drop-down menu.
9. Select the destination room from the Destination Room drop-down menu.
10. Select Automatically Issue to <STAFF NAME>, if needed. Selecting this option causes the following:
    • The inventory is automatically transferred to the destination site and room.
    • The inventory is automatically issued to the staff member.
    • “Available” is no longer an option in the status drop-down menu.
    • Accessories are moved with the asset and cannot be collected separately during this process.
    • The tag’s status and inventory history update automatically.
11. Select the status from the “Collect to Status” drop-down menu.
12. (Optional) Enter notes in the Status Notes field. Click Lock/Unlock to lock the notes.
13. Enter or scan the tag number in the Tag field.
14. Click Save.
15. If accessories are assigned to the tag, they display in the window. Update the collected quantity for any missing accessories.
16. To collect the tag and its accessories, click Collect Accessories. The “Deactivation Process Complete” window opens.

17. The following message displays: “All tags have been collected and (name of Staff) will now be set to inactive.”

    

18. Click OK. The screen returns to the “Staff” grid.