Wiki source code of Add Staff Member

Version 4.1 by David Stadnyk on 2026/05/01 17:11

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3.2	3	= Add a Staff Member =
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3.2	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.
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3.2	9	== Navigating to Staff ==
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3.2	11	1. Click Staff in the left-hand navigation sidebar.
	12	1. Click Add New in the top right of the Staff Search page.
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3.2	17	== Filling in Staff Details ==
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3.2	19	The Add Staff screen contains the following fields:
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3.2	21	=== Profile Photo ===
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3.2	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.
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3.2	25	=== Staff Information ===
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3.2	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.
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3.2	41	=== Additional Fields (left panel) ===
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3.2	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.
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3.2	50	== Saving ==
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3.2	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.
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3.2	56	== After Saving ==
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3.2	58	Once the staff member has been created:
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3.2	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.
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3.2	65	== Best Practices ==
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3.2	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.
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	73	{{include reference="KBSupportCTA.WebHome"/}}