Changes for page Add Staff Member

Last modified by David Stadnyk on 2026/05/01 17:15

From 3.1 to 2.1 From 8.1 to 7.1

From version 7.1

edited by David Stadnyk
on 2026/05/01 17:12

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To version 3.1

edited by Isaac Mejia
on 2026/02/05 15:21

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  {{include reference="KBArticleHeader.WebHome"/}}
--= Add a Staff Member =
++= Add Staff Member =
--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.
------
++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.
--== Navigating to Staff ==
++=== Step-by-Step Instructions ===
++==== Step 1: Navigate to the Staff Menu ====
--1. Click **Staff** in the left-hand navigation sidebar.
--1. Click **Add New** in the top right of the Staff Search page.
--[[image:1777655494209-479.png]]
++From the main navigation, go to Staff
------
++Click on Add New to begin creating a new staff record.
--== Filling in Staff Details ==
++==== Step 2: Enter Staff Member Details ====
--The **Add Staff** screen contains the following fields:
--[[image:1777655521942-569.png]]
++Fill in the required fields, including:
--=== Profile Photo ===
++First Name and Last Name
--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.
++Email Address (ensure this is correct–this is where their login invite will be sent)
--=== Staff Information ===
++* **Phone Number** this field is called **//Primary//** and is required
--|=Field|=Description
--|**First Name** //(required)//|The staff member's first name.
--|**Last Name** //(required)//|The staff member's last name.
--|**Gender**|The staff member's gender.
--|**Street / City / Country / Province/State / Postal Code/Zip**|The staff member's address.
--|**Primary** //(required)//|The staff member's primary phone number.
--|**Secondary**|An optional secondary phone number.
--|**Email** //(required)//|The staff member's email address. This is where their login invitation will be sent — ensure it is correct before saving.
--|**Reminders**|Set a reminder preference for the staff member.
--|**Date of Birth**|The staff member's date of birth.
--|**Slogan**|A short personal slogan displayed on the staff member's profile.
--|**Bio**|A longer biography displayed on the staff member's profile.
--|**Emergency Contact 1 / 2**|Emergency contact names and phone numbers.
++Add any additional optional details, such as address and date of birth.
--=== Additional Fields (left panel) ===
++==== Step 3: Create a Staff Login ====
--|=Field|=Description
--|**Staff ID Number**|An optional internal ID number for the staff member.
--|**Since**|The date the staff member joined. Defaults to today's date.
--|**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.
++While still on the staff member’s profile, locate the Login field.
------
++Once their **Login** field is completed you can click on save.
--== Saving ==
++The system will automatically send an email invitation to the staff member.
--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.
++This email includes a secure link for them to set their password and access their account for the first time.
------
++==== Step 4: Confirm the Setup ====
++Once the staff member has completed their setup:
--== After Saving ==
++Return to the Staff list to confirm their disabled status shows as **No.**
--Once the staff member has been created:
++If the staff member hasn’t received their invitation email, ask them to:
--* Return to the **Staff** list and confirm their **Disabled** status shows as //No//.
--* 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.
--[[image:1777655544226-260.png]]
++Check their spam/junk folder, or
------
++You can send the **Confirmation Email** from their profile page next to the **Save** button
--== Best Practices ==
++=== Summary / Best Practices ===
--* Always double-check the email address before creating a login to ensure the invitation goes to the correct person.
--* Assign appropriate permissions to control what each staff member can access.
--* If a staff member leaves your organisation, remember to disable their login promptly.
++Always double-check the email address before creating a login to ensure the invite goes to the correct person.
++Assign appropriate **Permissions** to control what each staff member can access.
++If a staff member leaves your organization, remember to disable their login
  {{include reference="KBSupportCTA.WebHome"/}}

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