Creating and Managing Staff Records

Modified on Thu, 2 Apr at 10:41 AM

TABLE OF CONTENTS

Creating and Editing Staff Records
Deleting Staff Records
Related Articles:

Staff accounts can be created and managed directly in SEQTA. Staff accounts cannot be deleted through SEQTA Teach. However, they can have their access revoked, which will archive the staff record, preventing their name from showing in most areas in SEQTA. More information is available in the article Managing Accounts for Staff who Have Left.

Staff records managed in an external system (i.e. Synergetic) should be created in that system, then synced into SEQTA. They should not be created directly in SEQTA, this is to prevent multiple records being created for the same staff member should the code be different.

Failure to adhere to the steps above, will result in the creation of duplicate staff records due to the differing codes. Consequently these records will need to be merged to prevent any confusion. This service will incur a fee and our team will provide a quote accordingly.

Creating and Editing Staff Records

Click on the Administration Workspace > Data Management > Staff
Find the staff record and click to open the edit window. Alternately, click Add New Record to create new staff record.

Fill out the required fields outlined below then click Save.

Field name	Example	Description
Code	JSMITH	A unique code for each staff account. If changing a code, it is important to check that code is not already in use (use the search box to check). This will be the same as the staff member code in the school's Admin system (where this is the case it is best the account be synced into SEQTA rather then creating manually).
Salutation	Mr John Smith	The staff members full name: This is the name that will appear on reports, in the drop-downs in SEQTA and under permissions.
Firstname	John	Given name
Surname	Smith	Surname
Gender	Male	Gender
Username	Username	Username is required to log into SEQTA using the account. If using Active Directory to authenticate this should be the AD username.
Password *Optional	Password	If using SEQTA to authenticate, enter a password. This option will only work if internal authentication is enabled. This should always be left blank if the staff member has an account in Active Directory.
Campus	'All Campus'	Required for staff member to display in SEQTA. If campus is not selected, then the only place the staff member will appear in SEQTA is the Data Management page.

The Next Step... Adding the Staff Account to a Permission Group

If the staff member will be roll marking or require additional permissions they will need to be added to a Permission group. The steps for this process can be found in the article Assigning Staff Permissions.

Staff will not see the '@' icon on their classes until they have been added to a Permission Group.

Deleting Staff Records

It is not possible to delete staff accounts through SEQTA Teach. This is to prevent the loss of data linked to the staff record that may result if it were to be deleted. The recommended process for handling unwanted staff records is to prefix the staff code with 'OLD_'.

If there is more than one account for a staff member (for example after a name change) please notify the SEQTA Service Desk as soon as possible stating the current account code and requesting the accounts be merged. Merging cannot be done through the SEQTA Teach interface.

Creating and managing generic / test accounts