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Staff Management Guide

This guide covers inviting teaching staff (supervisors and monitors), assigning roles and learning centres, and managing user access throughout the year. Proper staff setup ensures team members have appropriate access to perform their duties.

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Understanding Staff Roles

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Role Comparison

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When to Use Each Role

Supervisor:

• Full-time teaching staff managing a learning centre
• Responsible for daily Goal Check and centre reports
• Needs dashboard insights for their centres
• Example: Mrs. Johnson teaches Faith Centre, sets goals, marks progress, generates daily reports

Monitor:

• Part-time staff or assistants who help with data entry
• Enters goals and marks progress but doesn’t generate reports
• No dashboard access (simpler interface)
• Example: Mr. Smith assists in Hope Centre, enters Goal Check data on tablet, supervisor generates reports

Administrator:

• School principal, head of school, or designated administrator
• Full oversight and configuration access
• Typically 1-3 administrators per school
• Example: Principal oversees all centres, generates weekly reports, manages staff and students

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Inviting Teaching Staff

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Prerequisites

Before inviting staff:

• Learning centres created
• Staff member’s email address confirmed
• Decision made: Supervisor or Monitor role
• Decision made: Which centres they’ll access

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Invitation Workflow

Estimated Time: 2 minutes per staff member

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Invitation Form Details

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Full Name

• Format: First and Last name (e.g., “Sarah Johnson”)
• Best Practice: Use professional name as it appears in school records
• Appears: All Goal Check audit trails, reports, staff lists

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Email Address

• Format: Valid email address (must be unique in Zion)
• Validation: Zion checks if email already in use
• Best Practice: Use staff member’s school email if available
• Important: Staff member must have access to this email to accept invitation

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Role

• Options: Supervisor or Monitor
• Default: Supervisor
• Cannot Select: Administrator (admins must be added differently through Clerk)
• Changeable: Yes, can change role later

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Assigned Centres

• Format: Multi-select dropdown of all active learning centres
• Required: Must select at least one centre
• Flexibility: Can select multiple centres
• Changeable: Yes, can modify assignments later

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What Happens After Invitation

Email Sent (Immediate):

• Staff member receives invitation email from Clerk (Zion’s authentication provider)
• Email contains invitation link and basic instructions
• Link expires in 7 days (can resend if needed)

Staff Accepts Invitation:

1. Clicks link in email
2. Lands on Zion signup page
3. Sets their own password (must meet security requirements)
4. Confirms email address
5. Redirected to Zion dashboard

First Login:

• Staff member sees onboarding tour (optional)
• Dashboard/interface reflects their role and assigned centres
• Can immediately begin using Zion

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Managing Staff Assignments

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Viewing Staff List

Navigate to Teaching Staff:

• Shows all administrators, supervisors, and monitors
• Displays: Name, email, role, assigned centres, status

Filter Options:

• By role (all, supervisors, monitors)
• By status (active, deactivated)
• By centre assignment

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Editing Staff Information

What Can Be Changed:

• Full name
• Role (Supervisor ↔ Monitor)
• Assigned centres (add or remove)
• Email address (cannot change - contact support if needed)

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Changing Assigned Centres

Scenario 1: Add Centre to Staff Member

• Edit staff member → Check additional centres → Save
• Staff immediately sees new centre data on next login

Scenario 2: Remove Centre from Staff Member

• Edit staff member → Uncheck centre(s) → Save
• Staff immediately loses access to that centre data

Scenario 3: Transfer Centre from One Staff to Another

1. Edit first staff member → Uncheck centre → Save
2. Edit second staff member → Check centre → Save
3. Historical data shows who was responsible when

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Changing Staff Role

Supervisor → Monitor:

• Staff loses: Dashboard access, ability to generate reports
• Staff retains: Goal Check entry/marking for assigned centres
• Use case: Staff member becoming part-time or assistant

Monitor → Supervisor:

• Staff gains: Dashboard access, ability to generate reports
• Staff retains: Goal Check entry/marking for assigned centres
• Use case: Promoting assistant to full supervisor role

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Deactivating Staff

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When to Deactivate

Common Scenarios:

• Staff member left the school
• End of temporary/contract position
• Staff on extended leave (optional - can keep active)
• Staff role eliminated due to enrollment changes

What Happens When Deactivated:

• Staff member cannot log in
• Data entry/marking history preserved (audit trail intact)
• Name still appears in historical reports
• Can reactivate later if needed

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Deactivation Process

Estimated Time: 1 minute

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Reactivating Staff

Scenario: Staff member returning after leave or rehired

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Best Practices

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Initial School Setup

Recommended Order:

1. Create all learning centres first
2. Invite all supervisors and monitors together
3. Assign each supervisor to their primary centre(s)
4. Assign monitors to support specific centres
5. Test: Have one supervisor log in and verify access

Timeline:

• 1 week before term starts: Invite all staff
• 3 days before term starts: Follow up with staff who haven’t accepted
• 1 day before term starts: Verify all staff can log in

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Mid-Year Staff Changes

New Staff Joining:

1. Create invitation immediately
2. Assign to appropriate centres
3. Have them shadow existing supervisor for 1-2 days
4. Grant access to Goal Check once trained

Staff Departing:

1. Reassign centres to other staff BEFORE deactivation
2. Generate final reports for their centres
3. Deactivate user account
4. Document transition in staff notes

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Annual Maintenance

Start of Academic Year:

• Review all staff assignments
• Update centre assignments for any changes
• Reactivate returning staff if they were deactivated
• Invite new staff for the year

End of Academic Year:

• Generate final reports for all centres
• Optionally deactivate staff on summer break (or keep active)
• Document any staff departures

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Security Best Practices

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Email Address Management

DO:

• Use school email addresses when possible
• Verify email address before sending invitation
• Keep staff email addresses current

DON’T:

• Share login credentials between staff
• Use personal email if school policy prohibits
• Reuse email addresses from deactivated staff

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Password Requirements

Zion (via Clerk) enforces:

• Minimum 8 characters
• At least one uppercase letter
• At least one number
• At least one special character

Best Practice: Encourage staff to use password managers

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Access Principle

Least Privilege:

• Give staff minimum access needed for their role
• Use Monitor role for assistants (not Supervisor)
• Assign only necessary centres

Regular Audits:

• Quarterly: Review staff list, deactivate unused accounts
• Annually: Verify all assignments still appropriate

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Troubleshooting Common Issues

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”Invitation Email Not Received”

Possible Causes: Email in spam, typo in email address, email server blocking Solutions:

1. Check spam/junk folder
2. Verify email address is correct
3. Resend invitation
4. Try alternative email address

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”Staff Can’t See Learning Centre”

Cause: Staff not assigned to that centre Solution: Edit staff member, assign them to the centre, save, have them log out and back in

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”Staff Can’t Generate Reports”

Cause: Staff has Monitor role (monitors can’t generate reports) Solution: Change role from Monitor to Supervisor

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”Staff Sees All Centres (Should Only See Assigned)”

Cause: Staff might be an Administrator Solution: Verify role is Supervisor or Monitor, not Administrator

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”Can’t Change Staff Email Address”

Cause: Email is managed by Clerk authentication system Solution: Contact Zion support to change email address, or deactivate old account and create new invitation

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Related Resources