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Changes for page Add Staff Member

Last modified by David Stadnyk on 2026/05/01 17:15
From version 1.1
edited by Isaac Mejia
on 2025/12/15 17:05
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To version 4.1
edited by David Stadnyk
on 2026/05/01 17:11
Change comment: Uploaded new attachment "1777655494209-479.png", version {1}

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1 1  {{include reference="KBArticleHeader.WebHome"/}}
2 2  
3 -= Add Staff Member =
3 += Add a Staff Member =
4 4  
5 -{{info}}KB: MSI Knowledgebase • Category: Configuration • Source: [[https://membersolutions-9221154.hs-sites.com/kb/add-staff-member>>https://membersolutions-9221154.hs-sites.com/kb/add-staff-member]]{{/info}}
5 +This article walks through the process of adding a new staff member to the system. Creating a staff login automatically sends an email invitation to the new staff member, prompting them to set their password and access their account.
6 6  
7 -This guide walks you through the process of adding new staff members to your account. When adding a new staff member, it’s important to ensure they have their own login so they can securely access the system. Creating a staff login automatically sends an email invitation to the new staff member, prompting them to set up their password and access their account.
7 +----
8 8  
9 -=== Step-by-Step Instructions ===
10 -==== Step 1: Navigate to the Staff Menu ====
9 +== Navigating to Staff ==
11 11  
12 -From the main navigation, go to Staff
11 +1. Click **Staff** in the left-hand navigation sidebar.
12 +1. Click **Add New** in the top right of the Staff Search page.
13 +
13 13  
14 -Click on Add New to begin creating a new staff record.
15 +----
15 15  
16 -==== Step 2: Enter Staff Member Details ====
17 +== Filling in Staff Details ==
17 17  
18 -Fill in the required fields, including:
19 +The **Add Staff** screen contains the following fields:
19 19  
20 -First Name and Last Name
21 +=== Profile Photo ===
21 21  
22 -Email Address (ensure this is correct–this is where their login invite will be sent)
23 +A placeholder profile image is displayed by default. Click **Use Webcam** to take a photo, or **Upload File** to upload an image from your computer.
23 23  
24 -* **Phone Number** this field is called **//Primary//** and is required
25 +=== Staff Information ===
25 25  
26 -Add any additional optional details, such as address and date of birth.
27 +|=Field|=Description
28 +|**First Name** //(required)//|The staff member's first name.
29 +|**Last Name** //(required)//|The staff member's last name.
30 +|**Gender**|The staff member's gender.
31 +|**Street / City / Country / Province/State / Postal Code/Zip**|The staff member's address.
32 +|**Primary** //(required)//|The staff member's primary phone number.
33 +|**Secondary**|An optional secondary phone number.
34 +|**Email** //(required)//|The staff member's email address. This is where their login invitation will be sent — ensure it is correct before saving.
35 +|**Reminders**|Set a reminder preference for the staff member.
36 +|**Date of Birth**|The staff member's date of birth.
37 +|**Slogan**|A short personal slogan displayed on the staff member's profile.
38 +|**Bio**|A longer biography displayed on the staff member's profile.
39 +|**Emergency Contact 1 / 2**|Emergency contact names and phone numbers.
27 27  
28 -==== Step 3: Create a Staff Login ====
41 +=== Additional Fields (left panel) ===
29 29  
30 -While still on the staff member’s profile, locate the Login field.
43 +|=Field|=Description
44 +|**Staff ID Number**|An optional internal ID number for the staff member.
45 +|**Since**|The date the staff member joined. Defaults to today's date.
46 +|**Login**|The staff member's login username. Once saved, the system will automatically send an email invitation to the address on file with a secure link to set their password.
31 31  
32 -Once their **Login** field is completed you can click on save.
48 +----
33 33  
34 -The system will automatically send an email invitation to the staff member.
50 +== Saving ==
35 35  
36 -This email includes a secure link for them to set their password and access their account for the first time.
52 +Click **Save** to create the staff member record. If a **Login** has been entered, the system will display a confirmation message stating: //"A confirmation email has been sent to the email address on file."// The staff member will receive an email with a secure link to set their password and access their account for the first time. A **Resend Confirmation Email** button also appears, which can be used if the staff member did not receive the original invitation.
37 37  
38 -==== Step 4: Confirm the Setup ====
39 -Once the staff member has completed their setup:
54 +----
40 40  
41 -Return to the Staff list to confirm their disabled status shows as **No.**
56 +== After Saving ==
42 42  
43 -If the staff member hasn’t received their invitation email, ask them to:
58 +Once the staff member has been created:
44 44  
45 -Check their spam/junk folder, or
60 +* Return to the **Staff** list and confirm their **Disabled** status shows as //No//.
61 +* If the staff member hasn't received their invitation email, ask them to check their spam/junk folder. You can also click the **Resend Confirmation Email** button on their profile to send it again.
46 46  
47 -You can send the **Confirmation Email** from their profile page next to the **Save** button
63 +----
48 48  
49 -=== Summary / Best Practices ===
65 +== Best Practices ==
50 50  
51 -Always double-check the email address before creating a login to ensure the invite goes to the correct person.
67 +* Always double-check the email address before creating a login to ensure the invitation goes to the correct person.
68 +* Assign appropriate permissions to control what each staff member can access.
69 +* If a staff member leaves your organisation, remember to disable their login promptly.
52 52  
53 -Assign appropriate **Permissions** to control what each staff member can access.
54 54  
55 -If a staff member leaves your organization, remember to disable their login
56 56  
57 57  {{include reference="KBSupportCTA.WebHome"/}}
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