Skip to Content

Add Staff Member

Version 3.2 by David Stadnyk on 2026/05/01 17:11
Warning: For security reasons, the document is displayed in restricted mode as it is not the current version. There may be differences and errors due to this.

Failed to execute the [velocity] macro. Cause: [The execution of the [velocity] script macro is not allowed in [xwiki:KBArticleHeader.WebHome]. Check the rights of its last author or the parameters if it's rendered from another script.]. Click on this message for details.

Add a 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.

Navigating to Staff

  1. Click Staff in the left-hand navigation sidebar.
  2. Click Add New in the top right of the Staff Search page.
     

Filling in Staff Details

The Add Staff screen contains the following fields:

Profile Photo

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.

Staff Information

FieldDescription
First Name (required)The staff member's first name.
Last Name (required)The staff member's last name.
GenderThe staff member's gender.
Street / City / Country / Province/State / Postal Code/ZipThe staff member's address.
Primary (required)The staff member's primary phone number.
SecondaryAn 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.
RemindersSet a reminder preference for the staff member.
Date of BirthThe staff member's date of birth.
SloganA short personal slogan displayed on the staff member's profile.
BioA longer biography displayed on the staff member's profile.
Emergency Contact 1 / 2Emergency contact names and phone numbers.

Additional Fields (left panel)

FieldDescription
Staff ID NumberAn optional internal ID number for the staff member.
SinceThe date the staff member joined. Defaults to today's date.
LoginThe 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.

Saving

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.

After Saving

Once the staff member has been created:

  • 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.

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.

Still need help?

If you can’t find what you’re looking for, our support team is happy to help.

Contact Support