03 March 2025

Manage staff details

You can manage the details of a staff member on the Staff Details tab in the user management module.

This tab is not available when a learner is selected.

From the Staff Details tab, you can:

To manage staff details:

Search for and select the required staff member. See Find Users for more information.
Click the Staff Details tab.

The Staff Details tab is displayed, which holds information to the currently selected staff member.
Enter the required details for the staff member.

The fields on the Staff Details tab are described in the following table.

This field	Holds this information...
Staff Code	The staff code generated by the system when the record is saved (read-only).
Person Code	The person code generated by the system when the record is saved (read-only).
Title	The staff member's title. Select from the drop-down list.
Forename	The staff member's forename.
Middle Names	The staff member's middle names.
Surname	The staff member's surname.
Initials	The staff member's initials (read-only).
Gender	The staff member's gender. This defaults to the selected title if linked in reference data.
Date of Birth	The staff member’s date of birth, in the format dd/mm/yyyy. Click the Calendar button to display the calendar, where you can select the required date.
Mobile Number	The staff member’s mobile phone number.
E-mail	The staff member’s primary email address.
College Login	The staff member's network ID. The value entered in this field can be used as the username when creating a user.
Contract Hours	The staff member’s maximum contracted hours.
Contact Hours	The number of hours a member of staff should teach learners in-person.
Appointment Description	The description of the staff member’s current appointment.
Internal Tel Number	The staff member’s telephone number at the institution.
Availability	Whether the staff member is available or not to be timetabled. Select from the drop-down list.
Organisation Unit 1	The first organisation the member of staff is associated with.
Organisation Unit 2	The second organisation the member of staff is associated with.
Is Active	Whether the staff member is a current member of staff at the institution (that is: this is to identify staff that are no longer at the institution and to ensure only current staff are sent pastoral messages in Ontrack Teaching and Learning). This is selected by default for all existing staff members and when creating a new member of staff.

Click Save.

The staff details are saved.

Add address details

You can enter address information for the staff member into the Address section of the Staff Details tab. Data can be entered directly or by using the postcode software, if installed.

Address section

The address fields on the Staff Details tab are described in the following table.

This field	Holds this information...
Type	The type of address. This defaults to the value set in the Default address type for Learner institution setting on the General (Cross-System) screen, if specified.
Search	Enter the address search criteria and then click the Search button to find addresses to select.
Address 1	The first line of the address.
Address 2	The second line of the address, if appropriate.
Address 3	The third line of the address, if appropriate.
Address 4	The fourth line of the address, if appropriate.
Postcode	The postcode of the address.
Country	The country of this address.
Telephone	The primary telephone number for this address.
Ext	The extension of the telephone number for this address.
Telephone No 2	The secondary telephone number for this address.
Fax	The fax number for this address.
Contact	The contact name for this address.
Email Address	The email address for this address. If AFD is used as the postcode look-up software and the Email Validation institution setting on the AFD page is set to 'Manual Search', you can click the Validate Email button on the Admin Commands ribbon to run the email validation.
Start Date	The start date for this address. Click the Calendar button to display the calendar where you can select the required date.
End Date	The end date for this address. Click the Calendar button to display the calendar where you can select the required date.
UK Town	The postal town for this address.
UK County	The county for this address.
NZ City	The city for this address.

When you have entered the address details, click Save to save the address record.