Staff records are most often brought into the Asset Management system via integration with the district’s student information or HR system. This nightly integration helps keep staff records up to date and is considered best practice for populating staff records.

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

Add a Staff Record

Adding staff members manually is possible. Best practice is to use the ID number produced by your student management system when manually adding. This allows the data import to update the record you added and does not create a second account for the same staff member.

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

Edit a Staff Record

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

Staff Deactivation Process – Collect to a Room

This process allows a site administrator to collect an “In Use” item from a staff member who is leaving the site and/or district while deactivating the staff record. If the staff member has any outstanding charges on their account, the account cannot be deactivated. Tags with restricted funding sources must be collected prior to a staff deactivation.

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

5. Click on 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 where the tag will reside in the Return to Room field and click on Next, OR click on Search and select the respective room.
8. Select the status from the Collect to Status drop-down menu.
9. (Optional) Enter notes in the Status Notes field. Click on Lock/Unlock to secure.
10. Enter/scan the tag number in the Tag field.
11. Click on Save.
12. If there are accessories assigned to the tag, they will display. Edit the collected accessory quantity for any missing accessories.
13. To collect the tag and respective accessories, click on 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, the asset can be transferred to the new site utilizing the “Collect to a Site” method (see below), if the user wishes to transfer the asset with the staff member.

1. Click on  Staff, located in the top navigation bar.
2. Filter for the respective staff member.
3. Click on Edit in the respective staff member’s row. The "Staff Information" grid expands.
4. The message “This Staff member has outstanding distributions” displays in red at the bottom of the grid.
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 chosen site, an additional option will appear called Automatically Issue to <STAFF NAME>.

8. Select the site the tag is being collected to from the Destination Site drop-down menu.
9. Select the room the tag will be collected to from the Destination Room drop-down menu.
10. Select Automatically Issue to <STAFF NAME>. Selecting Automatically Issue to <STAFF NAME> triggers the following:
    • The inventory automatically transfers to the destination site/room.
    • The inventory is automatically issued to the staff member.
    • If the option is selected, "Available" will no longer be an option in the "Status" dropdown.
    • Accessory collection is not an option during this process – all accessories are moved along with the asset.
    • "Status and Inventory History" for the tag number automatically updates with the appropriate data.
11. Select the status from the Collect to Status drop-down menu.
12. (Optional) Enter notes in the Status Notes field. Click on Lock/Unlock to secure.
13. Enter/scan the tag number in the Tag field.
14. Click on Save.
15. If there are accessories assigned to the tag, they will display. Edit the collected accessory quantity for any missing accessories.
16. To collect the tag and respective accessories, click on 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.