If you want your supply teachers to be able to log into Arbor and take attendance or take other actions, you've got a few options for how to manage this:
- Create an individual staff profile for each supply teacher (Recommended)
- Create supply teacher accounts for your supply teachers to use - please note that we do not recommend this for data protection purposes.
Permissions
- Staff Profile: All Staff: Basic HR Administration - Create a new member of staff
- User Accounts: Administer - Change the password for accounts
If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.
Option 1 - Creating individual staff profiles (recommended approach)
We always recommend creating a staff profile for each individual user. This allows you to manage permissions and access to Arbor on an individual basis.
To add supply staff in this way, follow the instructions in this article: How do I Add a New Staff Member and create a new staff profile? Make sure you give them a business role to allow them to access the registers to take attendance - we recommend the Supply Teacher business role. You can choose whether or not they need to be included in your Workforce Census.
Top Tip: Add an end date for their business role if they are covering for a temporary period to remove their access after this date.
If the staff member should not be included in the Workforce Census due to being a short-term contract, once you've added the staff member, go to the Contracts section on the left-hand side of their Staff Profile.
Click the Include in school workforce census field, and in the slide over, untick the box then click Save Changes.
Once you set them up, you'll then be able to select the staff member when assigning cover for the absent staff member, and they will be able to see the class on their dashboard under My Items > My Cover.
If you want them to access more lessons than they have been assigned as cover for, take a look at this article.
Option 2 - Creating special 'supply' staff profiles (not recommended)
The second option is to create one or multiple supply teacher accounts for your short-term supply teachers to use. However, if you choose this option there are a few things to be aware of:
- The supply teacher account will always have an active business role or permissions, so anyone with the password and username will be able to log in and make changes. As such, we advise that the supply teacher using the account sets their own password when they log in for the first time and that you change the password to the account after each use and only give out the password to the next supply teacher. See the section at the end of this article for instructions.
- If all your supply teachers only use one supply account, this can become confusing for cover responsibilities and timetabling. As such, we advise you to set up more than one supply account so a supply teacher can have their own account for the duration they are with you.
To add a supply teacher account, go to School > All Staff > Add New Staff Member. Add in any details you want to include, then choose the relevant business role (we recommend Supply Teacher) and click Create Staff Member.
Next, go to the Contracts section on the left-hand side of their Staff Profile.
Click the Include in school workforce census field, and in the slide over, untick the box then click Save Changes.
Once you set them up, you'll then be able to select the staff member when assigning cover for the absent staff member, and they will be able to see the class on their dashboard under My Items > My Cover.
If you want them to access more lessons than they have been assigned as cover for, take a look at this article.
Changing the password
To change the password for a supply teacher account, go to their Staff Profile and click into the User Details section.
In the slide over, click the Change Password button.
Type in the new password, then click Change password. You can then share this new password with your new supply teacher.
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