Staff Profile - Left-Hand Menu

Use the System engagement page to see a table with the staff member's last 50 logins (one on each row), including columns for:

• Login Date - The date and time of the login
• Identity Provider - Shows the login method used by the user (Arbor password and username, Google SSO, Microsoft SSO or Arbor CRM)
• 2FA Method - Shows whether two-factor authentication was used when signing in.
• IP Address - Shows the IP address the sign-in attempt was from

To see this page, you need one of the following permissions:

• Staff Profile: User Details: Administer
• Staff Profile: User Details: View

Events

Use the Calendar > Events page of a profile to view the staff member's lessons, meetings, and events in various views. By default, the calendar shows the current week. To change the week, click on the arrow next to the current month at the top of the calendar or click on the arrows on the left of the calendar.

To change the view from 5 days (week), click on "Day" or "5 Days". For a detailed discussion on navigating staff calendars, please refer to our My Calendar, calendar colours, and calendar syncing guidance.

To add a Calendar Event, click on the day and update the slide over accordingly. For more information on adding events, please see Creating and managing events. 

To view this page, you need one of these permissions:

• School: Calendar: Administer
• School: Calendar: View
• Staff Profile: All Staff: View Basic Details
• Staff Profile: Calendar: Administer

Live Feed

Use the Calendar > Live Feed page of a staff profile to export a live feed of the staff member's calendar to a phone or calendar app. More on how that works here: How do I link my Arbor Calendar to an external calendar?

To see this page, you need one of the following permissions:

• Staff Profile: All Staff: View Basic Details
• Staff Profile: Calendar: Administer
   

Use the Communications page of a staff profile to view all communications sent to and by the member of staff.  You can also send and log additional communications from here using the orange Communications button in the top right corner.

You need the School Communications: View school communications: View permission to view this page.

Use the green Search communications bar to narrow down the logs by keywords, or use the grey Communication types dropdown to filter your logs by communication type. Types include:

• Email
• Imported email
• Inbound SMS
• Inbound in-app messages
• Outbound SMS
• Outbound in-app messages
• Mail Merge Letter
• Other Letters.
• Meeting
• Telephone call

The logs are shown as a list of communications that fit your search criteria and type filter (by default, this shows all communications). Click on a communication to see further details on the right. 

The arrows in the logs indicate the following:

• An orange/red arrow appears on any communication sent directly to that staff member, regardless of whether the message was delivered successfully.
• A green arrow appears next to a communication sent by the staff member.

Find more on the full functionality of Arbor's communication logs here: Viewing sent, received and failed communications and sending follow-ups
 

The Absences page lists a staff member's recorded absences in a table, along with further details such as:

• Dates
• Working Days Lost
• Absence category
• Narrative recorded with the absence (see Details column)
• Who approved the absence

You'll need one of the following permissions to view and add staff absences. If you don't have permission, you'll need to ask your admin team to grant it to you using these instructions.

• Staff Profile: Absences: Administer and Staff Profile: Absences: View

To add an absence from this page, click the green Record New Absence button.
 

Clicking on a specific absence record opens an Absence Details page for that absence, where you can:

• Adjust the above details about the absence by clicking the relevant fields
• See any cover requirements and arrangements associated with the absence
• Delete the absence using the red Delete button

In Absence Details, if cover is required for a lesson flagged in the Cover section, you can arrange this by clicking the lesson requiring cover.

Find more on logging and managing absences here: Add a staff absence

Find more on managing and arranging cover here: Arranging Cover in Arbor
 

The Roles and Permissions pages are where a staff member's business roles and permissions can be viewed and amended. To see more on how roles and permissions work, take a look at these articles. 

To access the pages, click Roles and Permissions in the left-hand menu to expand the list, then select Business Roles, Permissions or Communications Sending Settings as appropriate.

Business Roles

The Business Roles page lists all of a staff member's business roles (Past, Present and Future) in a table. You need either the School: Permissions: View or Staff Profile: All Staff: View Basic Details permission to view this page.

The table has columns for:

• Business role
• The reason they have the role (Due to their position or as an ad hoc role)
• Who last adjusted the role and when
• The date From which the role is/will be active
• The date Until which the role was/will be active

Click on a business role to open up a slide over where you can:

• Use the Edit button to make changes to From or Until dates, or completely delete the role
• Click More information to see an overview of all of the permissions that come with the role
• Use the Refresh Permissions button to help troubleshoot issues with permissions not pulling from roles as expected

You can also assign an ad hoc business role from here using the green Assign Ad Hoc Role button in the top-right corner of the page. You need the School: Permissions: Administer permission to use this button.

Find more on assigning ad hoc roles from staff profiles here: Adding or amending a Business Role to a member of staff - from the staff profile

Permissions

The Permissions page consists of separate tabs for each permission category (E.g. Staff Profile, Student Profile, School). To view this page, you need one of the following permissions:

• School: Permissions: View
• Staff Profile: User Details: Administer
• Staff Profile: User Details: View 

Click on the tabs to toggle between categories. On each permission tab, you see all permissions within the category listed in a table, one table for each access type the permission grants (View, Action, Policy or Setup). The tables include columns for:

• The permission
• The reason they have the permission (Due to their role or ad hoc)
• Who last adjusted the permission and when
• The date From which the permission is/will be active
• The date Until which the permission was/will be active
• Whether the staff member has the permission (crosses and ticks in the Access column)

Within the tables, click on an already assigned permission to open a slide-over with a detailed description of the access the permission affords, and click on "Permission Information" for further details. 

To export an overview of the permissions assigned to a staff member to an Excel or CSV file, use the grey Download button.

To assign permissions on this page, you need the School: Permissions: Administer permission. With this permission, you can: 

• Use the green Assign Ad Hoc Permissions button in the top-right corner to add the permission on a slide over using the drop-down (you can select multiple in one go)
• Or, you can click on a permission that has not yet been assigned in the table to add a start date for that specific permission on a slide over before clicking Assign Permission.

Find more on adding and managing permissions from staff profiles here: Viewing and Assigning Staff Permissions
 

Communications Sending Settings

Use the Communications Sending Settings page to view and modify who the staff member is permitted to contact, via which medium, and who they are allowed to contact as. Ticks in the table indicate the staff member is permitted to send a type of communication; crosses indicate they are not.

Communications Sending Settings function operates independently of communications permissions. A staff member needs to have both the necessary permissions to send communications generally, as well as be a permitted sender. More on this here: Permitted Senders of Communications 

To use this page, you need the School Communications: Communications: Setup School Communications permission.
 

The table on this page has columns for:

• Staff name
• Business role
• Can Send Emails - split into:
   
  • As themselves
  • As school
  • As others
• Can Send SMS
• Can Send Letters
• Can Send In-App Messages

To see more details on a specific setting or make edits, click on one of the ticks/crosses to open a slide-over with the options for that specific setting.

 

The Teaching page of staff profiles lists the year groups, forms, and courses linked to the staff member, and specifies the dates between which the staff member is a lead/tutor/head of those groups. 

Switch between years using the grey Academic Years dropdown.

Click on one of the items in the list to open a slide-over with basic details about the group, including the students who comprise it. Click More Information in the bottom right corner of the slide-over to be taken to the Overview page of the course or form.

You need either the School: Teaching: View or Staff Profile: All Staff: View Basic Details permission to use this page.

The Students Page of a staff profile shows students linked to the specific staff member.

For students to be linked to a staff member, they must be in the teacher's Year Group, Registration Form, House, or enrolled in the teacher's Lessons, or Intervention sessions.

Click on a student to open a slide-over with basic student details. To access the student's profile from the slide over, click on the student's name located near the top (under the word "Student," next to their profile picture).

You need the Staff Profile: All Staff: View Basic Details permission to view this page.

Use the Contracts to determine whether the staff member is included in the Workforce census, review the staff member's existing contracts, and add new contracts as needed. 

You need the Staff Profile: Setup: All Staff: Contract Management permission to edit contracts and salaries, and the Staff Profile: View: All Staff: Contract Details permission to see but not edit these. If you don't have permission, you'll need to request it from your admin team using these instructions.

Key features of this page, which show regardless of the contract selected, include:

• A grey Contracts dropdown to toggle between comprehensive overviews of each of a staff member's contracts and their associated salaries
• A green Add New Contacts button to record a new staff contract on the right-hand side
• A grey End Staff Employment button to record when the staff member leaves, also on the right
• A General Employment Details section that allows you to specify whether to Include them in the workforce census and lets you set a Continuous service date
• A red Delete Staff Contract button at the bottom of the page
   

Depending on the contract you set using the Contracts dropdown, you see additional sections relating to the specific contract, too. These include:

• A Staff Contract section containing details about the contract, like Employment type, Contract periods and Last pay review dates. Click on one of the items to edit these details on a slide-over.
• A Probation section to record probation dates and decisions. Use the green +Add button to record a new probation.
• A Staff contract post section, labelled with the staff member's job title, that ensures that if a staff member has the job title 'Classroom Teacher', this section is also referred to as 'Classroom Teacher'—view and change details such as the staff member's Job title, Position, and Post Period. Click on one of the items to open a slide-over where you can make changes.  
  
  Top Tip: Need to change the Role that shows on the staff member's main profile page or in search results? Changing the job title on a contract will automatically update it for you.
• Various payment-related sections to see, edit and add details on the staff member's Salary, Allowances and Additional payments; and Daily/Hourly Rates
• An Attachments section to upload documents
   

For more details on the Contracts page, see this article.

The Meals Section on the staff profile enables the school to update/add the staff member's dietary requirements and meal preferences. A meal pattern shows which sitting the staff member takes each day, and just below that, you see the staff member's meal account balance. The Regular Meal Choices section displays the default type of meal assigned to each staff member on a specific day. 

Use the Academic Year dropdown to toggle between years. 

To add a Dietary requirement, click the +Add button in the Dietary Requirement section. Enter the details of the requirement, choose whether to pin the note to their profile, and leave an optional note on the slide over. Then, click Save. Click on an existing requirement, followed by Edit on the slide over to edit or delete the record.

To add a Meal Pattern, click on the +Add in the Meal Pattern section. Meal patterns are the days and times when the staff member is automatically added to a meal register, so they do not have to be manually added if they attend regularly. On the slide over that opens:

• Use the Meal dropdown to specify which meal type you want to add them to
• Use the Meal Sitting dropdown to specify which sittings for that meal to add to
• Use the Days of week tick boxes to specify which days of the week they should be added to the sitting for. Leaving a day unticked ensures they are not added for that day of the week.
• Set Effective and End Dates to specify the timeframe in which the staff member should appear on the meal registers automatically

If you use regular meal choices and have set a meal pattern for the staff member, you will also see a 'Regular Meal Choices' section. Use the +Add button to record a regular meal choice for the staff member. These allow you to set a preset meal choice for the staff member on the selected days, so that it does not need to be entered manually on the day of the meal.

This section shows the staff's balances and lists of transactions for their meals account and any other customer account types.

You can log a card, cash or cheque payment using the green buttons at the top of the page, or staff can top up their own accounts.

Here, you can see the Faculties and Departments to which the staff member belongs. You can see more information about Faculties and Departments here.