Add/Edit Staff and Allocate to a site

  This article will teach you...

How to Add Staff details to the Cypad Manager App.

Introduction

Navigate to Staff > Staff.

Using the Navigation tree, select the Relevant Site [1] and select Add [2].

Add.pngStaff Tab

The Add Staff window will open and default to the Staff Tab [3].

stafftab.png

Full Name

First, Middle and Last names must be entered in this field.

First Name

First name of the member of staff in question.

Status

Select from the following options:

Open = currently in employment

Closed = no longer in employment

On-Hold = Long-term leave

Absent = Do not use

Payroll Number

Unique Payroll Identification Number associated with the member of staff. This number will be assigned by yourself. 

Employee Number

Unique Employer Identification Number associated with the member of staff. This number will be assigned by yourself.

Timesheet Number

Unique Timesheet Identification Number associated with the member of staff. This number will be assigned by yourself. This can be defined in Staff > Admin > Configure > Timesheet Number format.

Workbook Number

Unique Workbook Identification Number associated with the member of staff. This number will be assigned by yourself. This can be defined in Staff > Admin > Configure > Workbook Number format.

Position

Add new positions via Staff > Admin > Positions.

Site
You must assign the staff to the site they will be working at.
Qualifications

Use this section to highlight any relevant qualifications that the member of staff has achieved,

Date of Birth

Date the staff in question was born

National Insurance (NI)

Government-issued National Insurance number.

DBS Number

If required for the specific role, the staff would have had to take a DBS check. Upon completion, a generated DBS will be assigned to the check.

DBS Expiry

The expiry date of the completed DBS check.

Agency

If the user works for an agency you can specify this using the agency column. 

Type

Standard: Cook situated in one place.

Mobile: If the staff member is moving between sites, they will need to be marked as mobile so they can access multiple school tablets.

Address Tab

In the Address tab [4] record/edit the following details:

address.png

Address

Address of the member of staff in question.

City

A city staff member is based in.

County

The county staff member is based in.

Post Code

Postcode staff member is based at.

Phone

Staff member's landline number

Mobile

Staff member's mobile phone number.

E-Mail

Staff member's personal E-Mail Address. 

Emergency Contact

Personal emergency contact details have been provided by the staff member.

Relationship
Relationship of the emergency contact to the staff member (Parent, Guardian etc)

Contract tab

contract.png

Hours

Hours (agreed working hours Mon to Fri)

Contract Hours

Contract hours (this will be automatically calculated from Hours Mon to Fri)

Username

Username (For staff attendance logs)

PIN

Unique staff PIN Number.

Enable this feature in Staff > Admin > Configure > Use staff PIN code in the attendance checkbox

Employment Started

Date the member of staff started working.

Employment Ended

Date the member of staff finished working for the company

Start Time

Start time (agreed to start time using the 24hr time format)

End Time

End time (agreed to end time using the 24hr time format)

Cost Per Hour

Cost per hour (This must be filled in; this is the staff rate which is connected to Staff Cost Reporting KPIs)

Pay Per Hour

Pay per hour (basic pay plus additional costs e.g. pension contributions, etc.)

Contracted Weeks

If the Staff member is only temporary you can enter the number of weeks they will be present at the school.

Contract Terms

N/A

Reason for Leaving

If required you can enter in the details if the staff member leaves the position.

Training Tab

The Training tab [5] is populated from the Training records stored in Staff > Training.

training.png

Note Tab

In the Note tab [6] record/edit any important notes related to the member of staff.

note.png

In the Docs tab [7] upload any important documents e.g. DBS Document.

Using the document symbol you can search the Files [8] with your computer and assign any important documents

When you have filled in each of the Add Staff window tabs click Save [9].

files.png

IMPORTANT

Please note you can use the same process to edit staff details.

Allocating Staff

Navigate to Staff > Allocation.

Select the Relevant Site [1] the member of staff is saved to and select the Staff Name [2].

AddingAllocation.png

In the Allocation window, Click the Empty Cell [3], Start Date [4], and End Date [5] and press Enter.

Click Save [6].

AllocationSettings.png

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