This article covers the common questions regarding staff in Arbor. If you cannot find an answer to your question in this article, heck the dedicated section of our Help Centre here.
How do I add and report on Staff Numbers?
Staff Number is a field found in the Identity section of the staff profile.
- You can click this field to amend the number, or click +Add.
- You can import these in bulk using our Entity importer.
You are able to report on Staff Number in the Custom Report Writer.
You can add the Staff Number column into existing staff custom reports or create a new report. Follow the steps in the articles below:
How can staff change their Arbor staff account details, password, and email address?
Whether you are on an Arbor School or MAT MIS site, you can go to My Items > My Account to be taken to your personal profile page. This page contains your personal information and login details, as well as a way to clear system notifications.
- Click on 'Clear Notifications' in the top right of the page to clear the notifications.
- You can also edit your Next of Kin records.
The Identity section contains details including your Name, Sex or Gender Identity, and ID information. Click +Add to add nationality or identity card details, or on a field with an arrow to edit it.
Contact Details is where you can change or add your email address and phone number. Click +Add to add new contact details or select current details to edit them. To change your password, click on Password and then Change Password.
Can we import staff data or a spreadsheet into the Single Central Record?
It is not possible to upload a spreadsheet of data directly into the SCR for the School MIS SCR, MAT MIS SCR or for a custom SCR.
However, you can:
- click any field to amend the information - take a look at the articles linked above for how to fill in your SCR
- import certain data using our template spreadsheet Entity importer.
Why is the wrong job title or role in search results and email signatures?
The job title under someone's name in the Global Search is based on the person's most recent contract. If they do not have an ongoing contract, you will see "staff" instead.
A staff member's job title that appears when you send an email from School > Communications > New Mail Merge, or when sending report cards, is determined by the title on their earliest starting active contract.
If they do not have a contract, this will show their business role(s).
To change this job role, go to the staff member's Staff Profile, and click Contracts on the left-hand side of the page.
- If they do not have a contract yet, you can add a contract to change their title from Staff to their actual role.
- If they do have a contract, select the contract, then scroll down to the contract details. If there is not a job title recorded here, the staff orle defaults to the Position chosen. To amend the role, you can add a job title or change the name.
Please note: You need the Staff Profile: Setup: All Staff: Contract Management permission to do this.
How do I change a staff member's name on their profile?
Changing a staff member's name can be done from their staff profile by following these steps:
Go to the Staff Profile and click Name in the Identity section.
Change the preferred name to what you want to be seen in the Search Bar etc. but keep the Legal Name as their full name
Why is a staff member showing as a student?
You may see that a staff member also has a student profile, for example when searching for them using the Global Search.
The most common reason for this is that they've taken examinations at your school as an external candidate, which requires a student profile to be created for them (but for them not to be enrolled in your school or any classes).
These profiles can be removed if passed the data retention period - more information on how to do this can be found in this article.
How do I add a passport number and document to a profile?
Depending on which profile want to add this information to, you will need the following permissions:
- Identity: Administer All Students - add for students
- Guardians: Administer All/My Students - add for guardians
- All Staff: Basic HR Administration - add for staff
If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.
- Click +Add in the Identity section of profile and select Identification Document.
- In the slide over, select the Type as Passport, and add in the number into the Document number field, then click Add document.
- You can upload documents relating to the passport by clicking back into the Passport field.
To edit or delete the number, click into it, click Edit and change the details or click Delete.
Can I import my external calendar into Arbor?
No, you cannot link external meetings from an external calendar into Arbor e.g. outlook, to show events and meetings scheduled in your external calendar in Arbor.
You can only export your Arbor calendar into your external calendar by following these instructions.
Can I remove specific fields from a staff profile?
No, it is not possible to remove or hide certain sections on a staff member's profile, even if your school does not plan to use that field.
For example, your school may choose not to use Blood Groups under the Medical section on a staff profile. Even though no value has been added, this field will still remain visible and there is not a way to delete the field from view.
How do I add a teacher number to a staff member's profile?
To add a teacher number, follow these steps:
- Go to the Identity section of a staff member's profile and click +Add.
- Select Identification Document.
- In the Type dropdown, select Teacher Number. Add any other details and click the green Add Document button.
The Teacher Number will then show under the Identity section of their profile.
How do I see which staff members are missing teacher numbers?
Go to School > Data > Data Quality Dashboard > Staff > Identity > Teacher number to see anyone who is missing a teacher number.
Use the Bulk action > Bulk Recheck tool if you have recently added numbers, or click on the staff member to add their number.
Can I merge a guardian into a staff profile?
No, you will not be able to merge a staff profile into a guardian profile or vice versa.
To access both:
- Arbor as a staff member
- the Parent Portal and the Arbor App as a guardian
the user should have two profiles with different email addresses. The two profiles will allow the users to access different things on Arbor.
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