Staff are employees within a site that may have issued items. The Staff grid allows you to search for active staff members (default) and inactive staff members (if Show Inactive is enabled). Staff members are imported/updated on a nightly basis from the Student Management system.
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Staff Grid Functionality
A site user may add staff members, edit staff member details, issue items to staff members, and view/print staff inventory reports depending upon granted permissions.
| Functionality | |
|---|---|
| Add Record | Add a staff member to this site |
| Show Inactive | Allows a search for and view of staff members marked as inactive |
| Search Fields | Located at the top of the Staff grid, allows a search for a specific staff member using the Staff ID, First Name, Middle Name, Last Name, Grade, Homeroom, Staff Type, and/or Status |
| Allows a site user to add/edit the respective staff member’s details | |
| Under Actions, allows a site to issue an item(s) to the respective staff member | |
| Under Actions, displays the inventory history of the respective staff member, including Product Number, Product Name, Tag, Status, Scan Date, Source, Destination, Notes, and Custom Field Information | |
| Under Actions, displays a list of all products and the respective tag numbers issued to the staff member (PDF format) | |
| Under Actions, allows charges to be assessed to a staff member for lost/stolen items and/or accessories |
Staff Reports
The Staff grid provides the following report options:
| Staff Reports | |
|---|---|
| Barcode IDs | Provides a list of all staff members, their ID numbers, and their respective ID number barcode (PDF format) |
| Accessory Listing | Provides a list of the quantity of accessories issued and missing to all staff. The report includes Staff ID, Last Name, First Name, Middle Name, Grade, Homeroom, Staff Type, Status, Tag, Product Name, Accessory name, Issued Date, Quantity Issued, Quantity Missing, and Missing Value (CSV format) |
| Charge Listing | Provides a list of staff with assessed charges (satisfied and/or unsatisfied). The report includes Staff ID, Last Name, First Name, Staff Type, Status, Grade, Homeroom, Product, Tag, Charge Type, Description, Charge Notes, Issue Date, Site Name, Charge Amount, Amount Paid, Amount Due, and Satisfied Date (CSV format) |
| Inventory Due Date Listing | Provides a list of staff with overdue items. The report includes Staff ID, First, Middle, Last, Staff Type, Status, Grade, Homeroom, Phone, E-mail, Product Name, Tag, Due Date, and Past Due (CSV format) |
| Staff Listing | Provides a list of the staff members within a site (CSV format) |
| Charge Activity Listing | Provides a list of the staff’s respective charges (satisfied or unsatisfied), and any charge payments (payment, void, or refund). The report includes Staff ID, Last Name, First Name, Middle Name, Staff Type, Status, Grade, Homeroom, Product, Tag, Charge Type, Description, Charge Notes, Issue Date, Site Name, Charge Amount, Activity Date, Activity Type, Activity Amount, Activity Notes, Activity Recorded By, and Satisfied Date (CSV format) |
| Staff Inventory Status | Provides a list of staff members, items issued to them, and the respective details of those items within a site. The report includes Site Name, Staff ID, Last Name, First Name, Middle Name, Grade, Homeroom, Staff Type, Staff Status, Product, Model, Product Type, Suggested Price, Tag, Serial, Asset Type, Parent Tag, Tag Status, Status ID, Scan Date, and Status Notes (CSV format) |
Staff Selection
Selecting a staff member allows a user to view details for the respective staff member.
Click each tab below to learn more about each option.
Staff Details
The "Details" tab displays each staff member's detailed information as imported into Asset Management from the student management system and/or as entered by the site user.
| Staff "Details" Tab | |
|---|---|
| Staff ID | An alpha and/or numeric identification number |
| First | First name of staff |
| Middle | Middle name of staff |
| Last | Last name of staff |
| Staff Type | Applicable staff type association (e.g., office staff, etc.) |
| Grade | Grade level the staff is associated |
| Homeroom | Homeroom the staff is associated |
| Address 1 | Address of staff |
| Address 2 | Secondary address of staff |
| City | City of staff |
| State | State of staff |
| Zip | Zip code of staff |
| Phone | Phone number of staff |
| Staff E-Mail | E-mail address of staff |
| Status | Indicates the staff's status (e.g., Active, FMLA, Inactice, etc.) |
| Notes | Displays any site user-created notes |
Staff Inventory
The "Inventory" tab displays each staff's inventory quantities by item.
| Staff "Inventory" Tab | |
|---|---|
| Product Number | An auto-generated field; however, the administrative administrator has the option to enter a unique product number |
| Product Name | Name of the product |
| Tag | Unique identifier affixed to each item (which could be a district asset tag and/or an Asset Management created tag number) and used to track individual items within Asset Management |
| Status | Displays the status of any item currently issued to the staff (e.g. In Use, Lost, etc...) |
| Scan Date | Displays the last modified date for the respective item |
| Issued From | Name of the site that issued the product to the respective staff member. |
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Under Actions, collects the item from the staff, returning it to the original source |
| Under Actions, receipt listing items issued to or collected from a staff and includes the staff's digital signature (PDF format) | |
| Under Actions, allows the site user to assess a charge related to the item |
Staff Charges
The "Charges" tab displays assessed charges the respective staff member. Charges are assessed when an item has been damaged and/or as a prerequisite before an item is issued.
| Staff "Charges" Tab | |
|---|---|
| Product Name | Name of the product |
| Tag | Unique identifier affixed to each item (which could be a district asset tag and/or an Asset Management created tag number) and used to track individual items within Asset Management |
| Charge Type | Created by a district-level administrator to categorize charges and determine settings per charge type. A site user may or may not: change the price of a charge type, view percentages based on the product’s replacement price, or issue a charge type without an issued tag |
| Amount | Displays the amount of the assessed charge (this may or may not be changed dependent on district level administrative settings) |
| Due | Displays the remaining balance of the charge amount (a satisfied charge will display a zero balance) |
| Payments | Displays the amount paid on the charge |
| Refunds | Displays the amount refunded on the charge |
| Issued Date | Displays the date the charge was issued to the staff member |
| Under Actions, allows a site user to add a payment to the respective charge (partial or full payments) | |
| Under Actions, allows a site user to refund part or all of a payment received for a respective charge | |
| Under Actions, allows a site user to view/print the details of a charge, including information regarding the product, the charge type assigned, the status of the charge, and charge notes, and payment history |
Staff Attachments
The "Attachments" tab displays documents attached to the staff account, e.g. the signed Distribution receipt.
| Staff "Attachments" Tab | |
|---|---|
| Add Attachment | Allow the addition of an attachment |
| Delete Attachment | Deletes the file attachment |
| File Name | Name of the attached file |
| File Size | Size of the attached file |
| Notes | Allows the user to make notes pertaining to the attached file |
| Date Attached | Date file was attached |
| Attached By | User who attached the file |