Staff Profile

Used to record the 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.

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Main Menu > Staff

Applies To:    Enterprise    Plus    Basic

Overview

• Staff Code: Unique field that cannot be duplicated in more than one record. Required field.
• Name Prefix: Pulled from user-defined Name Prefix select list.
• Branch Share: This field allows for the primary staff data to be shared across Branches and is a required field.
• Image: This allows for the upload of an image file of the Staff member.  Use the Browse button to locate a local file and upload it to the server.  Use the Delete link to remove the file from the server.  Click the file name link to display the image.  Requires purchase of storage space on XenDirect servers.
  • Important: When adding or modifying the image, do not add or edit any other field values at the same time. Upload the image by itself after you create the staff record.
• Mailing Preference: This field is used to determine which address is used when printing reports that include address information such as labels or letters.
• Email 2:  This is an additional email address for the Staff.  The primary Email field must be utilized before a value can be added to the Email 2 field.  When any email function is used, the email message is sent to the primary Email address with a CC: to the Email2 address.  There is not an option to select which email address messages are sent to.  If both Email fields have values, both emails will receive the same message.
• Current Status: This field is the Staff's current employment status. This field is a multi-select, allowing for more than one value.  Make sure not to select entries that are inconsistent with each other such as Inactive and Full-Time. Inconsistent entries may adversely affect reporting. Required field.
  • Tip for Searching Current Status: When searching "Active" status using the advanced search, note that the word "Active" also appears inside the "Inactive" status. To display only "Active" staff, create one advanced search to Include = Active status and a second filter for Does Not Include = Inactive.
• Type of Employee: This list is not user-defined.
• FTE: Full-time equivalent. Used in the calculations of a performance analysis report.
• Job Title: Pulled from the user-defined Job Titles select list.
• Digital Signature: This field uses a scanned and uploaded image file of a signature. Recommended to be a 225 px by 80 px JPG file at 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 information fields are for reference.  Detailed and actual wage selections are listed per course.
• Tax Multiplier: This field is used in situations where the staff member works within the organization in more than one department at different wage rates and desires the Tax Multiplier calculation to be performed on the payroll associated with the wages paid in this department. Contact your payroll department for details.
• Gender: Pulled from the user-defined Gender select list.
• Ethnic: Pulled from the user-defined Ethnicity select list.
• Certifications:  List of certifications current Staff has earned and related expiration dates.  Certifications tab displays only when in View Mode of Staff (Enterprise only).
• Staff Development:  Log of dates and information when a staff member takes any staff development activity.  Staff Development tab displays only when in View Mode of Staff (Enterprise only).
• Work Areas: List of work areas or topics staff can or does work.
• Bank Name / Bank Account:  These fields are used to record bank information for organizations that use an approval process to deposit to a staff's account.
• Hide Name:  This field located on the Web panel of the staff record is used to hide the staff name on the WebReg module Course Display page.  Use the Branch Profile setting to hide all names. Use this field to hide one specific name.
• Reserved Last Name:  When the last name field = "Unassigned", the instructor name will not display on the Course Display page of the WebReg module.  This allows the user to link the Unassigned staff record to a course section but not display the instructor name fields.
• Username: This is the username for access to the optional QuickTools module. The password is automatically reset when the staff member requests a password reset. Their email must be entered in this record for the reset password function to operate correctly.

Send Email

When in the view mode of a Staff record, a user can send a single email to the current staff.

1. From the main panel, click the [Send Email] option in the list of Actions.
2. Select an existing template or manually enter a message.
3. Click [Next].
4. Enter the [Subject].
5. Enter a [CC], if desired.
6. Modify the [Email Body] as needed.
7. Click [Send Email].

The FROM email address uses the email address from the template. If blank, it uses the Branch Notification email address.