Other Staff User Manual
- Admin user – They can manage & approve all the activities of other users & configurations, they are super user in the application and have authorization and Auto authorization power. It means that any action done by them in the application does not need approval while they need to approve other type of user’s actions in the application. However, if institute wants to give auto authorization or authorization power to specific menu operations for any specific non admin user, it can be done in User=>Role screen. Please refer User=> Role section for more information. For example, Head, Principal, Management directors, shareholders or Board Members and Administrators can play Admin role in the Application.
- Teacher- They are responsible for the teaching activities performed on class environment. They can do attendance, Exam assessment, soft skill assessments, Extracurricular Event planning and execution, maintaining online virtual classrooms, Learning management systems etc.
- Other staffs - They are responsible for all the non-teaching tasks, such as managing notifications, fees, timetables, exam schedules etc. For example, Institution administrative office staffs
- Once institutes sign up into the application, one Admin profile will be created for the person who signs up into the application. This admin user can create other staff profiles, and then other staffs can login and do the operations, they can create other teacher profiles.
| Field Name | Field Type | Mandatory | Data Nature | Remarks | |
|---|---|---|---|---|---|
| Staff Name | Text | Yes | Alpha numeric character | Name of the Staff should be given in the field staff name | |
| Staff ID | Text | Yes | Alpha numeric character | By default, system will provide an auto-generated Staff ID that can be used. If institute wants to assign their own staff ID, System defaulted ID can be replaced with own staff Id | |
| User Type | Radio button, (Option can be chosen) | Yes | Choose any of the given options
|
The type of the staff role. Each type has its own set of functionalities Admin - Approver or Management users Teacher – Performs Teaching Activities Other Staff- Non teaching staffs |
|
| Upload photo | Choose File | No | Image file should be less than 1MB size and should be .png or .jpg extn | Upload a profile picture of the staff | |
| Qualification | Text Box | No | Alpha numeric characters | Staff's educational qualification | |
| DOB | Date picker | No | Date | Staffs Date of birth should be mentioned in the field | |
| Gender | Drop down | Yes | Select any one below
|
Staffs gender should be mentioned | |
| Note | Text | No | Alpha Numeric characters | If there are any notes about the staff. The maker can Enter in this field Note. | Address Details |
| Address Line 1, Address Line 2, Address Line 3, Address Line 4, Address Line 5 |
Text | No | Alpha Numeric characters | Detailed address of the staff. | Family Details |
| Name | Text | Yes | Alpha Numeric characters | Staff’s family members Name should be mentioned in this field. | |
| Relationship | Drop down | Yes | Select any one below
|
Staff’s family members Relationship should be mentioned. | |
| Occupation | Text | No | Alpha Numeric characters | Staff’s family members Occupation can be mentioned. | |
| Text | No | Alpha Numeric characters | Staff’s family members Email can be mentioned. | other Details | |
| Contact Number | Text | No | Numeric characters | Staff’s Contact number should be mentioned. | |
| Text | Yes | Alpha Numeric characters | Staff’s Mail should be mentioned. | ||
| Blood Group | Dropdown | Yes | Select any one below
|
Staff’s Blood group can be mentioned. | |
| Existing medical details | Text | No | Alpha Numeric characters | Staff’s Medical record can be mentioned. |
- Choose Menu (Configurations -> Staff Profiles) from Menu tree
- Click “Create” in the menu in step 1.
- Fill in the necessary fields. (refer to the screen fields overview table above)
- Click “Next” at the bottom of the screen to move on to the next steps.
- In order to add new family member for staff.
- Press “+” button, New empty record will be created
- Then enter Family Details
- Once reach the last step, you may enter remarks about the Creation. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full record view. If the maker of the record wants to convey some message to the checker or they want to keep some notes, they can type it here. The Checker can see the same before authorization under the audit tab in the screens.
- Click “Save” in the last step.
- Admin, Teacher and Other Staff can create the Staff profile.
- Choose Menu (Staff=>profile) from Menu tree.
- Click “View” in the step1.
- You will see the filter screen now, where in you can see below search filters which can be used to list out the records
- Staff Name
- Staff ID
- Auth Status
- You can see all the resulted records which are satisfied by your above chosen search filter.
- If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed
- Then System will bring full detailed view of the record; You can see Main, general, Address, Family, Others, Notes and audit tabs. you can click the tab to see corresponding details.
- Choose Menu (Configurations -> Staff Profiles) from Menu tree
- Click “Edit” in the step1.
- You will see the filter screen now, wherein you can see below search filters which can be used to list out the records.
- Staff Name
- Staff ID
- Auth Status
- You can see all the resulted records that are satisfied by your above-chosen search filter.
- Then click on record which needs to be modified.
- System will bring full detailed view of the record; you can see Main, General, Address, Family, Others, Notes and audit tabs. You can click the tab to modify corresponding details.
- You can change the details of the required fields.
- In order to add more family member to the staff,
- Press “+” button, to add record will be created
- Then enter Family Details
- In order to remove family member if the staff,
- Press “-” button, record will be removed
- Click “Next” in the bottom on the screen.
- Once reach the last step, you may enter remarks about the Modification. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full view of the record. If maker of the record wants to convey some message to checker or they want to keep some notes, they can type it here. Checker can see the same before authorization under the audit tab in the screens.
- Click “Save”.
- If there is a change in already existing record of Staff profile.
- Choose Menu (Configurations -> Staff Profiles) from Menu tree.
- Click “Delete” in the step1.
- You will see the filter screen now, where in you can see below search filters which can be used to list out the records
- Staff Name
- Staff ID
- Auth Status
- You can see all the resulted records which are satisfied by your above-chosen search filter.
- If there is only one resulted record for the given filter, the system will automatically take your next step, otherwise click on the record which needs to be deleted.
- System will bring full detailed view of the record.
- Click “Delete” in the bottom of the screen.
- Teacher/Other staff mistakenly created the staff profile, and it is not yet authorized by admin, teacher or other staff, they can delete the record.
- Teacher/Other staff mistakenly modify the staff profile, and it is not yet authorized by admin, teacher or other staff, they can delete the modification version.
- Choose Menu (Configurations -> Staff Profiles) from Menu tree
- Click “Authorize” in step1.
- The unauthorized Profile configuration record will be displayed
- Click “Next” in the bottom on the screen.
- Once you reach last step, if you want to enter any remarks about this authorization or rejection, you can enter here. This can be viewed under “Checker Remarks” field of audit tab of the full record view.
- Click “Auth” or “Reject”.
- Authorize means that record created or modified by one staff should be verified by admin, teacher or other staff.
- If the record is modified by admin, then that record is Auto authorized or Auto Verified. So, there is no need of authorization or verification by another admin.
- During Authorization admin can either Authorize or Reject the created or modified records. They can reject the record in the case of error in modification.
- After creation or modification, in order to apply the changes throughout the application, it requires an authorization or verification from the admin, teacher or other staff.
- During verification, Admin can find the human errors.
