Enter Staff Information

The Staff Information page enables the organization to track staff members’ hours. In order to track staff hours as they relate to specific events, the staff members must be set-up in this module prior to entering event data.

 

A staff member MUST be entered if he/she will need access to the database to do data entry of it they are performing a prevention service.

 

1.       Click Administration from the main menu.

2.       Click Staff from the submenu.

3.       Click Add from the left toolbar. 

a.       If you need to alter a staff member’s information in the future, click Edit from the left toolbar.

4.       Enter the staff member’s Login Information.

a.       The User ID* will be the login name used by the staff member.  This may be anything that you choose.  Choosing a User ID and Password scheme will simplify administration.  (For Example:  Using first initial and last name for the User ID.)

b.      The Password* field is where the temporary password is created for the staff member.  This password will be used along with the User ID and Organization ID number to log into the KIT Prevention Service.  Once a user logs in, they can use the Change Password module to change the password to one of their liking.

(This is a sample screenshot displaying the Staff Information Page. This is a partial screenshot.)

 

5.       Enter in the staff member’s General Information.

a.       Select the staff member’s Salutation* from the dropdown list.

b.      Enter the staff member’s First Name* and Last Name* in the appropriate fields.

c.       Select the staff member’s Title* from the dropdown list.

d.      The Status* is defaulted to Active.

i.         Active: currently in use (can be viewed in other screens).

ii.       Inactive: no longer in use (will not appear on other screens or reports).

(This is a sample screenshot displaying the Staff Information Page. This is a partial screenshot.)

 

6.       Enter in the staff member’s Demographic Information.

a.       Enter the staff member’s Birth Date* as mm/dd/yyyy.

b.      Select the staff member’s Gender* from the dropdown list.

c.       Select the staff member’s Race* from the dropdown list.

7.       If known, enter the staff member’s Education Information

8.       Enter the staff members Contact Information.

a.       Enter the staff member’s Work Phone*

b.      Enter the staff members Email*.

9.       Click Save from the left toolbar.

*Note: Click Cancel to quit without saving changes.

(This is a sample screenshot displaying the Staff Information Page. This is a partial screenshot.)

 

The permission levels for the staff member must now be set.  *Note: For detailed instructions on setting staff permissions, see Modifying Staff Permissions. 

 

Tips

·         If staff members cannot access any of the modules, they have not been assigned permissions.

·         The “Status” is used to keep a Staff Member in the database for history purposes, but removed from all the staff lists on forms. When a staff member leaves your organization, you will not be able to delete the staff member if they performed services, but you can make them inactive to remove their names from forms and prevent the staff member from entering the application.

·         Design a naming convention in order to keep your staff names uniform and ease the administration tasks of creating users.

·         Login names are NOT case sensitive.

·         Passwords ARE case sensitive.

·         Passwords can be any combination of letters, numbers and/or characters.