Changes for page Add Staff Member

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Author

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1		-XWiki.IsaacMejia
	1	+XWiki.DavidStadnyk

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1	1	{{include reference="KBArticleHeader.WebHome"/}}
2	2
3		-= Add Staff Member =
	3	+= Add a Staff Member =
4	4
	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.
5	5
6		-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	+----
7	7
8		-=== Step-by-Step Instructions ===
9		-==== Step 1: Navigate to the Staff Menu ====
	9	+== Navigating to Staff ==
10	10
11		-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	+
12	12
13		-Click on Add New to begin creating a new staff record.
	15	+----
14	14
15		-==== Step 2: Enter Staff Member Details ====
	17	+== Filling in Staff Details ==
16	16
17		-Fill in the required fields, including:
	19	+The **Add Staff** screen contains the following fields:
18	18
19		-First Name and Last Name
	21	+=== Profile Photo ===
20	20
21		-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.
22	22
23		-* **Phone Number** this field is called **//Primary//** and is required
	25	+=== Staff Information ===
24	24
25		-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.
26	26
27		-==== Step 3: Create a Staff Login ====
	41	+=== Additional Fields (left panel) ===
28	28
29		-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.
30	30
31		-Once their **Login** field is completed you can click on save.
	48	+----
32	32
33		-The system will automatically send an email invitation to the staff member.
	50	+== Saving ==
34	34
35		-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.
36	36
37		-==== Step 4: Confirm the Setup ====
38		-Once the staff member has completed their setup:
	54	+----
39	39
40		-Return to the Staff list to confirm their disabled status shows as **No.**
	56	+== After Saving ==
41	41
42		-If the staff member hasn’t received their invitation email, ask them to:
	58	+Once the staff member has been created:
43	43
44		-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.
45	45
46		-You can send the **Confirmation Email** from their profile page next to the **Save** button
	63	+----
47	47
48		-=== Summary / Best Practices ===
	65	+== Best Practices ==
49	49
50		-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.
51	51
52		-Assign appropriate **Permissions** to control what each staff member can access.
53	53
54		-If a staff member leaves your organization, remember to disable their login
55	55
56	56	{{include reference="KBSupportCTA.WebHome"/}}