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  1. Xenegrade
  2. Understanding the Data
  3. Staff

Staff Profile

The Staff Profile is used to record personnel associated with the organization, such as instructors, counselors, clerical staff, and administrators. Any select list throughout XenDirect that refers to staff is derived from this user-defined list.

Navigation

Main Menu → Staff

Applies To: Enterprise, Plus,  Basic

Overview of Staff Records

Key Fields

  • Staff Code: Unique and required field that cannot be duplicated in more than one record.
  • Name Prefix: Pulled from the user-defined Name Prefix select list.
  • Branch Share: Determines if primary staff data can be shared across branches. Required field.
  • Image Upload: Allows for an image file of the staff member to be uploaded.
    • To Upload: Click Browse → Select local file → Upload to the server.
    • To Remove: Click the Delete link.
    • To View: Click the file name link.
    • Important: Do not modify any other field values when adding or updating an image. Upload the image separately after creating the staff record.
  • Mailing Preference: Defines which address is used when printing reports, such as labels or letters.
  • Email 2: Additional email field.
    • The primary email field must be utilized before adding a secondary email.
    • All email communications will be sent to the primary email, with a CC to Email 2.
    • There is no option to select which email receives messages.

Employment & Job Information

  • Current Status: Defines the staff member’s employment status. Required field.
    • This is a multi-select field; avoid inconsistent selections (e.g., "Inactive" and "Full-Time").
    • Tip: When searching for “Active” status in advanced search, add a second filter for Does Not Include = Inactive to avoid incorrect results.
  • Type of Employee: Predefined, not user-defined.
  • FTE (Full-Time Equivalent): Used in performance analysis reports.
  • Job Title: Pulled from the user-defined Job Titles select list.
  • Digital Signature: Upload a scanned signature (recommended size: 225 px by 80 px JPG, 96 dpi).
  • Work Areas: Pulled from the user-defined Work Areas select list.
  • Primary Instructional Area: Pulled from the user-defined Course Activity Types select list.

Wage & Financial Information

  • Wage Fields: Used for reference; actual wage details are entered per course.
  • Tax Multiplier: Applied when a staff member works in multiple departments at different wage rates. Consult your payroll department for details.
  • Bank Name / Bank Account: Records banking information for organizations that use direct deposit approval processes.

Additional Staff Information

  • Gender & Ethnicity: Pulled from user-defined Gender and Ethnicity select lists.
  • Certifications: Displays staff member certifications and expiration dates (Enterprise only).
  • Staff Development Log: Tracks training activities (Enterprise only).
  • Work Areas: Lists topics or areas staff members are involved in.

Staff Visibility & WebReg Settings

  • Hide Name: Located on the Web panel, this setting hides the staff member's name on the WebReg module’s course display page.
    • To hide all staff names, use the Branch Profile setting.
    • To hide a specific name, use this field.
  • Reserved Last Name:
    • When Last Name = "Unassigned", the instructor name will not display on the Course Display page in WebReg.
    • Allows for an Unassigned staff record to be linked to a course section without displaying the instructor name.
  • Username:
    • Used for accessing the QuickTools module (if enabled).
    • Password resets must be requested by the staff member.
    • The staff member’s email must be entered correctly for the reset function to work.

Sending Emails to Staff

A user can send an email directly from a Staff Record when in View Mode.

Steps to Send an Email

  1. Go to the Staff Record in View Mode.
  2. Click Send Email from the Action menu.
  3. Select an existing email template or manually enter a message.
  4. Click Next.
  5. Enter the Subject.
  6. (Optional) Enter a CC recipient.
  7. Modify the Email Body if needed.
  8. Click Send Email.

Note:

  • The FROM email address is pulled from the email template.
  • If left blank, it will default to the Branch Notification email address.

Conclusion

The Staff Records module is essential for managing personnel information, employment details, financial records, and system visibility. Proper data entry and configuration ensure accurate reporting and seamless integration with other XenDirect modules. For further assistance, refer to related articles or contact support.

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