TracCloudGuideBasicsStaff: Difference between revisions

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Now that your TracCloud system has been configured, the first step towards fully utilizing your system is creating a staff member. To begin, head over to your Staff Listing by going to Other > Listings... > Staff.
Now that your TracCloud system has been configured, the first step towards fully utilizing your system is creating a staff member. To begin, head over to your Staff Listing by going to Other > Listings... > Staff.
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[[File:U346rhty75k57k6k.png|800px]]
[[File:U346rhty75k57k6k.png|800px|From the navigation bar, click Other, then Listings, then Staff.]]
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The Staff Listing will display all of your existing staff members. For this example, we’ll be creating a new one, so you’ll want to click the hamburger icon ([[File:Hamburger.png|17px]]), then “New Staff Member”.
The Staff Listing will display all of your existing staff members. For this example, we’ll be creating a new one, so you’ll want to click the hamburger icon ([[File:Hamburger.png|17px|Icon of three horizontal lines.]]), then “New Staff Member”.
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[[File:46jyh4j556556j.png|800px]]
[[File:46jyh4j556556j.png|800px|From the staff listing page, click the hamburger icon, then New Staff Member.]]
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This will bring you to the <b>General</b> tab. We’ll go more in-depth on every option in this menu in another article, but for now let’s just cover the highlights.
This will bring you to the <b>General</b> tab. We’ll go more in-depth on every option in this menu in another article, but for now let’s just cover the highlights.
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* <b>Center Staff Link Field:</b> These are the centers that this consultant can hold availabilities in.
* <b>Center Staff Link Field:</b> These are the centers that this consultant can hold availabilities in.
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[[File:4354j5k55j.png|800px]]
[[File:4354j5k55j.png|800px|The immediately relevant fields for staff members are First/Last Name, Username, and Primary Group. For consultants, this list expands to include The Consultant Checkbox, Online Link, Course List of Specialties, and Center Staff Link Field.]]
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The following tab, <b>Contact & Other Data</b>, lets us manage the staff member’s contact information. If you have any custom fields setup for consultants, this is also the page where those would appear, for example, “Eye Color” and “Zoom Password” below. We will cover custom fields more in another article.
The following tab, <b>Contact & Other Data</b>, lets us manage the staff member’s contact information. If you have any custom fields setup for consultants, this is also the page where those would appear, for example, “Eye Color” and “Zoom Password” below. We will cover custom fields more in another article.
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[[File:75yjrtdfgh45j.png|800px]]
[[File:75yjrtdfgh45j.png|800px|Contents of the Contact & Other Data tab within Consultant Entry.]]
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<b>Certifications</b> are next, here we can find this consultant’s existing certifications or add new certifications by clicking the hamburger icon.
<b>Certifications</b> are next, here we can find this consultant’s existing certifications or add new certifications by clicking the hamburger icon.
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[[File:5j56k57k67k7k5k65k5.png|800px]]
[[File:5j56k57k67k7k5k65k5.png|800px|A new Certification can be created by clicking the Hamburger icon, then New Certification.]]
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After clicking the “New Certification” button, we will be brought to a page where we can select our certification type, grade, hours, and more. After saving, the certification will be found in this consultant’s profile as seen above.
After clicking the “New Certification” button, we will be brought to a page where we can select our certification type, grade, hours, and more. After saving, the certification will be found in this consultant’s profile as seen above.
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[[File:4k6j56rhtfcgj6j.png|800px]]
[[File:4k6j56rhtfcgj6j.png|800px|Contents of the New Certification page.]]
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Lastly, the <b>Reason Specialties</b> tab. This is where you can assign your consultants to the reasons or services they’re able to assist with, similar to course list specialties.
Lastly, the <b>Reason Specialties</b> tab. This is where you can assign your consultants to the reasons or services they’re able to assist with, similar to course list specialties.
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[[File:6k46k56k6j65jh4h354.png|800px]]
[[File:6k46k56k6j65jh4h354.png|800px|Contents of the Reason Specialties tab, where you can check or uncheck reasons to toggle them on or off for this consultant.]]
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Click save after making any modifications, and you’re all set to continue through to the next chapter.
Click save after making any modifications, and you’re all set to continue through to the next chapter.
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Revision as of 14:34, 21 December 2021

Getting Started / Basics

• TracCloud Terminology

• Training Resources

• Schedule Management

• Recording Visits

• TracCloud Dashboard

Creating a Staff Member
Now that your TracCloud system has been configured, the first step towards fully utilizing your system is creating a staff member. To begin, head over to your Staff Listing by going to Other > Listings... > Staff.
From the navigation bar, click Other, then Listings, then Staff.

The Staff Listing will display all of your existing staff members. For this example, we’ll be creating a new one, so you’ll want to click the hamburger icon (Icon of three horizontal lines.), then “New Staff Member”.
From the staff listing page, click the hamburger icon, then New Staff Member.

This will bring you to the General tab. We’ll go more in-depth on every option in this menu in another article, but for now let’s just cover the highlights.

  • Full Name: The staff member’s full name.
  • Username: This is the username that this staff member will use to login.
  • Primary Group: This field decides their permissions group in the Trac System, exactly what they can and can’t access, as well as the centers they can manage.

If this staff member is going to be a consultant, the following options are also relevant.
  • Consultant Checkbox: If this box is checked, the staff member will be defined as a consultant. Additional options such as their certifications, reason specialties, course list, and several more will become available.
  • Online Link: If this consultant can hold online classes, this link will be their personal static URL to a conferencing software of your choice.
  • Course List of Specialties: This will be the consultants list of assigned sections. To create a course list for this consultant, select “Course List for [consultant]” from the drop-down menu, and click Edit. More information on modifying these course lists can be found in the next article.
  • Center Staff Link Field: These are the centers that this consultant can hold availabilities in.

The immediately relevant fields for staff members are First/Last Name, Username, and Primary Group. For consultants, this list expands to include The Consultant Checkbox, Online Link, Course List of Specialties, and Center Staff Link Field.

The following tab, Contact & Other Data, lets us manage the staff member’s contact information. If you have any custom fields setup for consultants, this is also the page where those would appear, for example, “Eye Color” and “Zoom Password” below. We will cover custom fields more in another article.
Contents of the Contact & Other Data tab within Consultant Entry.

Certifications are next, here we can find this consultant’s existing certifications or add new certifications by clicking the hamburger icon.
A new Certification can be created by clicking the Hamburger icon, then New Certification.

After clicking the “New Certification” button, we will be brought to a page where we can select our certification type, grade, hours, and more. After saving, the certification will be found in this consultant’s profile as seen above.
Contents of the New Certification page.

Lastly, the Reason Specialties tab. This is where you can assign your consultants to the reasons or services they’re able to assist with, similar to course list specialties.
Contents of the Reason Specialties tab, where you can check or uncheck reasons to toggle them on or off for this consultant.

Click save after making any modifications, and you’re all set to continue through to the next chapter.
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