How to manage staff members and user access
The Staff Management module is a central repository for all personnel data. Every staff member, whether on the Department (Persal) or Governing Body (SGB) payroll, must be captured to ensure the school remains compliant with statutory requirements. Accurate staff data is a critical dependency for Timetabling, Subject Group setup, and Classroom Setup.
My School > Staff > Staff
Purpose of feature
LURITS compliance: ID numbers and personal details are validated for Department of Education reporting.
System functionality: Educators are available to be linked to subject groups and register classes.
Security and access control: Staff members are granted specific rights to view or edit school data.
How do I add a new staff member?
Step 1: Create the staff record
Click the Load Staff Member button.
Complete the following sections (red asterisk * indicates compulsory fields):
Staff member information: Core personal details.
Appointment information: Select the appointment position (e.g., Teacher, Deputy Principal) and appointment date.
Qualifications and experience: Select relevant degrees/diplomas and move them to the right using the double arrows.
Programme access information: Define usernames and system languages.
Step 2: Set user security and rights
Only the System Administrator (Superuser) can configure these settings:
Login details: Select either Email or SMS to send the user their initial login credentials.
Security features: Accounts lock for 60 minutes after 5 failed attempts. They can be unlocked manually by the Superuser, via a password reset, or by waiting for the lockout period to expire.
Two-Factor Authentication (2FA): Enable this for an extra layer of security. Users receive a code via SMS/Email unless using a Trusted Device (valid for 3 months).
Step 3: Grant programme and communication rights
Programme rights: Select between None, View, or View and Change for various modules.
Communication rights: Grant permission to send bulk communications. Note: enabling Excel export rights may impact the Terms and Conditions between d6 and the school.
Reports and timetables: Specific rights must be granted to send reports or timetables via email.
How do I edit or archive a staff member?
To edit: Click the Edit (pencil) icon next to a staff member, or select their radio button and click Edit. Save changes once finalised.
To archive: Click the Archive (dustbin) icon and confirm by selecting Yes. To view archived staff, change the filter status from Current to Left.
To re-activate: Change the status filter to All staff members, click the staff member's profile, then click Re-activate and confirm.
System behaviour and restrictions
Superuser exclusivity: Regular staff cannot edit Programme Access or Programme Rights. This maintains system integrity and prevents unauthorised access to sensitive learner or financial data.
Compulsory fields: The system will not save a profile if red-asterisk fields are empty. These fields are required for database indexing and statutory reporting.
Archiving vs. deleting: Staff members are archived (status changed to Left) rather than permanently deleted, to maintain historical accuracy for academic and financial audits. Permanent deletion would break links to historical marks and attendance records.
Frequently asked questions
Why was a staff member's data rejected by LURITS?
LURITS requires strictly validated data. The most common cause for rejection is an incorrect or missing ID number. Ensure all personal details exactly match official identification documents.
How do I unlock a staff member who entered the wrong password?
There are three ways: the staff member can wait 60 minutes for an automatic unlock, use the Forgot Password feature, or a Superuser can manually unlock the account via the Staff Edit screen.
Why can't I link a teacher to a class?
The staff member must first be loaded in this module and assigned a category (e.g., Intermediate Phase). If they are not present in the Staff list, they will not appear as an option during classroom or subject setup.
Can I select more than one qualification category?
Yes. You can select multiple categories (e.g., Academic Degree and Professional Degree) and move them to the Selected column using the double arrows.
Last updated: March 2026 | Version 9.1
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