TracCloud: Staff and Consultants: Difference between revisions

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<big><b>Staff & Consultants</b></big><br>
This tab is where you will find your staff/consultants that have been assigned to this profile. From this view, we can see the staff names, the centers and group they’re assigned to, and what type of staff member they are (consultant or regular staff).
This tab is where you will find your staff/consultants that have been assigned to this profile. From this view, we can see the staff names, the centers and group they’re assigned to, and what type of staff member they are (consultant or regular staff).


For a complete list of staff, not just staff assigned to this center, go to Other > Other Options > Listings > Staff.
For a complete list of staff, not just staff assigned to this profile, go to <i>Other > Other Options > Listings > Staff</i>.
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[[File:Yh46j64hg3f34h35j.png|800px]]
[[File:9753619.png|800px]]
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Let’s create a staff member as an example. To begin, click on the hamburger button, then select “New Staff Member.”
To create a new staff member, click on the hamburger button, then select “New Staff Member.”
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[[File:5h46h4k46kj46j4.png|300px]]
[[File:5h46h4k46kj46j4.png|300px]]
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==General==
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[[File:4k4jh3g4r24y35.png|800px]]
<!-------------------------------------------- General-------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>General</b> / Name, Photo, Permissions, etc.</big></div><div class="mw-collapsible mw-collapsed"><br><br>
[[File:9356843.png|800px]]
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* <b>First Name, Last Name</b>
* <b>First Name, Last Name</b>
::The staff member’s name.
::The staff member’s name. This will display on the staff schedule and in reports. This can also display to students if alias is not being used instead.<br><br>
 


* <b>Username</b>
* <b>Username</b>
::This is the username that this staff member will use to login.
::This is the username that this staff member will use to login (or for [[TracCloudTechSSO|SSO authentication]]). Coordinate with your IT and/or Redrock Software to determine what your username format should be (e.g., ID number, email address, etc).<br><br>


* <b>Other ID</b>
::This is the alternate ID of this staff member, can be used for searches or [[TracCloudGuideBasicsPayroll#6._Work_Visits_(If_Pay_Basis_is_Work_Time)|staff work visits]].<br><br>


* <b>Hired / Terminated & Reason</b>
* <b>Hired / Terminated & Reason</b>
::Hired/Termination dates as well as the reason for termination can be recorded for reference if needed. Does not affect Trac System functionality.
::Hired/Termination dates as well as the reason for termination can be recorded for reference if needed. This does not affect Trac System functionality.<br><br>
 
* <b>Staff Bio Confirmed & Confirmed Date / Time</b>
::When and if this staff member has completed the confirm bio prompt. [[TracCloud:_Confirm_Bio|More information on Confirm Bio can be found here]].<br><br>


* <b>Pronouns</b>
::This staff member's preferred pronouns, this information can be shared with students via [[TracCloudGuideProfilePrefsEmails|Twig tags in emails]] or in [[TracCloud:_Confirm_Bio#Staff_Confirm_Bio_Settings|Staff Bio on Search Availability]].<br><br>


* <b>Staff Bio Confirmed & Confirmed Date / Time</b>
* <b>Sort Code on KIOSK Login / Scheduler (A-Z)</b>
::When and if this staff member has completed the confirm bio prompt. More information on Confirm Bio can be found in its own article.
::During visit login/logout or on the staff schedule, where a list of consultants are shown, the results will be sorted alphabetically by last name. You can enter text in this field to override this. For example, Hans Zimmer would typically be at the very end of the list, but if you enter "AAA" in this field, they would be displayed towards the very top instead. The opposite is also true, you can enter "ZZZ" for Dave Anderson to push him towards the bottom of the list.<br><br>


* <b>Staff BIO</b>
::A written bio of this staff account. Can be displayed to students, [[TracCloud:_Confirm_Bio#Staff_Confirm_Bio_Settings|more information.]]<br><br>


* <b>Inactive</b>
* <b>Inactive</b>
::Please note: We don’t recommend deleting records in TracCloud, as this will also disconnect them from related records (Visits, Schedules, etc). Instead, we recommend deactivating the account by checking this box. This will hide them from view, but the record and related data remains available if needed, for historical reporting.
::We don’t recommend deleting records in TracCloud, as this will also disconnect them from related records (Visits, Appointments, etc). Instead, we recommend deactivating the account by checking this box. This will hide them from view and prevent them from logging into TracCloud, but the record and related data remains available if needed, for historical reporting or later reactivation.<br><br>


* <b>Title or Position</b> & <b>Supervisor</b>
::This staff member's position title and supervisor for reference if needed. This does not affect Trac System functionality.<br><br>


* <b>User Level</b>
* <b>User Level</b>
::The user level determines some baseline rules for what this staff member can and can’t access.  
::The user level determines some baseline rules for what this staff member can and can’t access. [[TracCloudNewsUserLevel|More information.]]<br><br>
::&#8226; <b>SysAdmin</b> will give them access to System and Profile preferences, Groups, and a few potentially sensitive features such as editing student lists in bulk.  
::&#8226; <b>Profile Admin</b> will only give them access to Profile Preferences and Groups.
::&#8226; <b>Staff</b> won't have access to any administrative preferences.
::This setting goes alongside their Primary Group in determining their permissions.


* <b>Default Center</b>
::This is the primary center the staff member is assigned to. Also determines which profile's "Staff & Consultants" list they appear in.<br><br>


* <b>Primary Center</b>
* <b>Permission Group</b>
::This is the primary center the staff member is assigned to. Also determines which profile they appear under.
::The permission group that this staff is assigned to. [[TracCloudGuideProfileGroups|More information.]]<br><br>
 
 
* <b>Primary Group</b>
::The permission group that this staff is assigned to. More information on creating and managing these groups can be found in the previous article.
 
 
* <b>Center Staff Link Field</b>
::This is where you can assign staff members to different centers in TracCloud.


* <b>Linked Centers</b>
::This is where you can assign staff members to different [[TracCloudGuideProfileCenters|centers]] in TracCloud. A center must be assigned here for a consultant to have availabilities in or be assigned to visits for that center.<br><br>


* <b>Notes</b>
* <b>Notes</b>
::A field for any notes that you may want to record relating to this staff member.
::An optional field for any notes that you may want to record relating to this staff member.<br><br>
 


* <b>Consultant</b>
* <b>Consultant</b>
::If this checkbox is selected, they’re marked as a Consultant rather than a normal staff member. This also adds them as an available option on the schedule. Additional consultant-specific options also become available, as detailed below.
::If this checkbox is selected, this staff member will be made an available option on the [[TracCloudGuideBasicsSchedule|schedule]] and allows them to be linked to [[TracCloudGuideBasicsVisits|visits]]. Additional consultant-specific options also become available, as detailed below.<br><br>
 


::&#8226; <b>Alias</b>
::&#8226; <b>Alias</b>
::An alternate name that will appear when searching for appointments. Requires the “Display consultant alias on availability search” option to be enabled in your Profile Scheduling Prefs.
::An alternate name that will appear when searching for appointments. Requires the “Display consultant alias on availability search” option to be enabled in [[TracCloudGuideProfilePrefsSchedule#Other_Schedule_Options|your Profile Scheduling Prefs]].<br><br>
 


::&#8226; <b>Online Link</b>
::&#8226; <b>Online Link</b>
::If remote appointments are held via online conferencing platforms, each of your consultants can have a unique URL to their conference room defined in their profile. When a URL is placed here, and their availability is marked as Online, the URL entered in this field will appear in the available location choices.
::If remote appointments are held via online conferencing platforms (Zoom, Webex, etc), each of your consultants can have a unique invite link defined in their profile. When a URL is placed here, and their [[TracCloudGuideBasicsSchedule|availability]] is set the online meeting type, the URL entered in this field will appear in the available location choices.<br><br>
 


::&#8226; <b>Fund</b>
::&#8226; <b>Fund</b>
::The Fund option assigned here will display as an option when creating availabilities on this consultant’s schedule. More information on Funds and Payroll features in general can be found in our dedicated Payroll article.
::This is used as the consultant's assigned fund, if applicable. [[TracCloudGuideBasicsPayroll|More information on funds and payroll features in general can be found here]].<br><br>
 


::&#8226; <b>Pay Code</b>
::&#8226; <b>Pay Code</b>
::This consultant’s pay code will determine their pay rate when running payroll reports.
::This consultant’s pay code will determine their pay rate when running payroll reports. [[TracCloudGuideBasicsPayroll|More information]].<br><br>


::&#8226; <b>Max Hours</b>
::Can be used to limit the number of hours this staff member can be booked in a certain range of days, even if they have open availabilities on their calendar. [[TracCloudGuideProfilePrefsSchedule#Max_Appointment_Rules_and_Blocks|This requires setting up a corresponding max appointment rule, more information here.]]<br><br>


::&#8226; <b>Location</b>
::&#8226; <b>Location</b>
::The Location option assigned here will display as an option when creating availabilities on this consultant’s schedule.
::The Location option assigned here will display as an option when creating availabilities on this consultant’s schedule.<br><br>
 


::&#8226; <b>Do not show on schedule</b>
::&#8226; <b>Do not show on schedule</b>
::If checked, this consultant will not show up on the schedule view.
::If checked, this consultant will not show up on the schedule.<br><br>
 


::&#8226; <b>Course List of Specialties</b>
::&#8226; <b>Course List of Specialties</b>
::The course list selected here determines which subjects this consultant can assist with. More information on creating and managing course lists can be found in our Creating Course lists article.
::The course list selected here determines which subjects this consultant can assist with. [[TracCloudGuideBasicsCourses|More information on creating and managing course lists can be found here.]]<br><br>
 


::&#8226; <b>Accommodations</b>
::&#8226; <b>Accommodations</b>
::These are the accommodations that this consultant can assist with. For example, if accommodations are used to specify a preferred language, you could select the languages this consultant can assist with here. More information on configuring these accommodations can be found in our dedicated Accommodations article.
::These are the skills/accommodations that this consultant can assist with. For example, if accommodations are used to specify a preferred language, you could select the languages this consultant can assist with here. [[TracCloudGuideGlobalSkills|More information on configuring these accommodations can be found here.]]<br><br>
 


* <b>KIOSK</b>
* <b>KIOSK</b>
::If the “KIOSK” checkbox is selected, the account is heavily restricted and many fields are removed. Kiosk accounts can login and are instructed to select a Kiosk to manage, and nothing else. For example, in a scenario where students log themselves in on a Kiosk, this account type would be used on the Kiosk computer.
::If the “KIOSK” checkbox is selected, the account is heavily restricted and many fields are removed. Kiosk accounts can login and select a [[TracCloudGuideBasicsVisits|Kiosk]] to open, and nothing else. Normal staff members can open kiosks as well, but this can be useful if you need to create a generic account to share with other people to open kiosks in your center.
 
</div>
==Contact & Other Data==
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[[File:4h35h3j53y2t2f4.png|800px]]
<!-------------------------------------------- Contact -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Contact & Other Data</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
[[File:9544893.png|800px]]
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Most of the options here are self-explanatory, just basic contact information about this staff member, such as their email address, phone number, address, etc. We also have a few custom fields at the bottom of this page. More information on configuring these fields can be found in our Custom Fields article.
Most of the options here are self-explanatory, just basic contact information about this staff member, such as their email address, phone number, address, etc. The {{#fas:mobile-button}} icon indicates whether or not they're opted into [[TracCloudTA|text alerts]]. [[TracCloudGuideGlobalCustom|Custom fields]] can also be created on this page as well.
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<!-------------------------------------------- Certifications-------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Certifications & Work Plans</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>


==Certifications==
[[File:8229634.png|800px]]
[[File:5j4j64tg45h3j43j.png|800px]]
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Here, we can view and manage this consultant’s Certifications. New certifications can also be created by selecting the hamburger icon > New Certification.
This menu allows you to view and manage this consultant’s certifications (e.g., CLRA). New certifications can be created by selecting the hamburger {{#fas:bars}} icon > New Certification, which will take you to an empty form to fill out. [[TracCloudGuideWorkPlans|More information on Work Plans can be found in its own article by clicking here.]]
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[[File:J46k46j35g3553j.png|800px]]
[[File:J46k46j35g3553j.png|800px]]


==Reason Specialties==
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[[File:J46j344g34g35f24.png|800px]]
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<!-------------------------------------------- Reasons -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Reason Specialties</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
[[File:2423733.png|800px]]
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<br><br>
This tab allows you to specify which visit reasons this consultant is assigned to. If reason specialties are utilized, this consultant will only be available for the reasons selected here.
This tab allows you to specify which [[TracCloudGuideProfileReasons|reasons]] this consultant is assigned to. If a user searches for availabilities with a reason that the consultant isn't assigned to, they won't appear in the search results, similar to section specialties.
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<hr>
<!-------------------------------------------- Timeline-------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Timeline</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
[[File:9998024.png|800px]]<br><br>
 
The staff timeline operates similarly to the student timeline, showing a history of their related records. [[TracCloudGuideBasicsVisits|Visits]], [[TracCloudGuideListingsAppts|appointments]], [[TracCloud:_Tasks|tasks]], [[TracCloudGuideGlobalDocs|document uploads]], etc.
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<hr>
<!-------------------------------------------- Listing -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Staff Listing</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
 
To view a list of all staff accounts in TracCloud across multiple profiles, go to <i>Other > Listings Staff</i>.
 
[[File:9502954.png|800px]]<br><br>
 
Staff records can be duplicated by clicking the {{#fas:copy}} button. This will copy group, user level, default center, linked centers, consultant status, course list (generic course lists only, per-consultant course lists will not be copied), reason specialties, and accommodations to a new staff record and prompt you to replace unique information such as name, address, etc.
 
[[File:3194701.png|600px]]<br><br>
 
{{#lst:Template:TracCloudListingDescriptions|Hamburger_Menu}}
 
{{#lst:Template:TracCloudListingDescriptions|List_All}}
 
{{#lst:Template:TracCloudListingDescriptions|Power_Search}}
 
{{#lst:Template:TracCloudListingDescriptions|Saved_Searches}}
 
{{#lst:Template:TracCloudListingDescriptions|Selected}}
 
{{#lst:Template:TracCloudListingDescriptions|Change_Field_Values}}
 
{{#lst:Template:TracCloudListingDescriptions|Views}}
 
{{#lst:Template:TracCloudListingDescriptions|BatchCreateCertAndBatchActivate}}
 
{{#lst:Template:TracCloudListingDescriptions|Export_CSV}}
 
{{#lst:Template:TracCloudListingDescriptions|Send_Email}}
 
{{#lst:Template:TracCloudListingDescriptions|Print}}
 
{{#lst:Template:TracCloudListingDescriptions|Create_Task}}
 
{{#lst:Template:TracCloudListingDescriptions|New_Record}}
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[[Category:TracCloud Manual]]
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Latest revision as of 18:44, 25 November 2024

Staff & Consultants
This tab is where you will find your staff/consultants that have been assigned to this profile. From this view, we can see the staff names, the centers and group they’re assigned to, and what type of staff member they are (consultant or regular staff).

For a complete list of staff, not just staff assigned to this profile, go to Other > Other Options > Listings > Staff.


To create a new staff member, click on the hamburger button, then select “New Staff Member.”


General / Name, Photo, Permissions, etc.

Contact & Other Data

Certifications & Work Plans

Reason Specialties

Timeline

Staff Listing