The Staff Management module holds the accounts of all staff members: principals, teachers, educators, secretaries, accountants, medical staff and others. Here you add new accounts, change them, deactivate them or delete them.
What each person can do in Kinderpedia depends on their role (for example Director, Profesor or Secretariat). Roles and their permissions are set in User Rights.
We recommend following the steps in order: first the roles and permissions (sections 2–3), then the staff accounts.
Contents
1. How do I open Staff Management?
Center Management › Staff Management
In the left menu, open Center Management and click Staff Management.
The page has two tabs:
Staff Members: all staff members, with their role, contact details and status (Active or Inactive).
Teachers: only people with a Teacher type role, who can be assigned to classes.
2. How do I create a new role?
Center Management › User Rights › Add Role
Besides the existing roles, you can create your own, for example Accountant or IT manager. In the left menu, open User Rights and click Add Role.
In the window that opens, fill in:
Role Name: the name of the role.
Account type: Staff Member, for people such as accountants, medical staff or IT managers, or Teacher, for people who teach specific classes. Only Teacher type roles can be assigned to classes.
Click Save. The new role appears as a new column in the permissions table.
To rename or delete a role, click its name at the top of the permissions table. In the window that opens, change the Role Name and click Save, or click Delete. The window also shows the Account type (Staff Member or Teacher), which cannot be changed after the role is created.
3. How do I set what each role can do?
Center Management › User Rights › School Staff Roles
The School Staff Roles tab shows a table: the columns are the roles, and the rows are the Kinderpedia modules and the permissions in each module. Tick the permissions you want each role to have and untick the ones you don't.
To find out what a permission does, click the ? icon next to it. For example, Manage staff members lets the user add and edit staff accounts; someone with only Basic Access just sees the list.
Tip: parents' and students' access to modules is set separately, in the Parent / Student Roles tab.
4. How do I add a staff member?
Center Management › Staff Management › Add new user
Click the green Add new user button at the top right.
In Role Name, choose the person's role, for example Director, Profesor or Secretariat. The list also includes the roles you created.
Then fill in:
Group: for teachers and educators, the classes they teach.
Email: the address the person will use for their account.
Password and Confirm password. If you don't want to choose the password yourself, turn on Use a random password (the system will generate a strong password).
First Name, Last Name, Phone and School Address.
Leave Send invite via email on, so the person receives the account activation invitation by email. Finally, click Save.
Tip: if the email address already has a teacher account in Kinderpedia (for example at another school), the platform recognises it and asks whether you want to add the account to your institution.
5. How do I search, filter and export the staff list?
Center Management › Staff Management
Use User Rights to show only people with a certain role, and Search to quickly find a person by name. In Show … entries choose how many records appear on a page.
The list can be printed or downloaded with the PRINT, PDF, CSV and XLS buttons.
6. How do I edit an account or a teacher's classes?
Staff Management › Actions › Edit
Next to the person, click Actions and choose Edit. The same form as when adding opens.
To give the person another role, choose it in Role Name and click Save. The list shows only roles of the same account type: a teacher can move only to another Teacher-type role, and a staff member only to another Staff Member-type role. The Email address cannot be changed here.
To change a teacher's classes, in Group remove the classes they no longer teach, with the x next to the class name, and add the new ones from the list. Finally, click Save.
Teachers can also be assigned to a class directly from the Student Groups module.
7. How do I deactivate, reactivate or delete an account?
Staff Management › Actions
When a person no longer works at the school, click Actions next to them and choose Deactivate (see the image in section 6). The status becomes Inactive, and the person no longer has access to the school's information.
For an inactive account, the Actions menu has two options:
Reactivate: the person gets access again.
Delete: the account is removed from the school completely. If the person comes back, they must be added again with Add new user.
Note! An account can be deleted only after it has been deactivated. If you are not sure the person has left for good, just leave the account deactivated. You can reactivate it at any time.
8. What is impersonation and how do I use it?
Staff Management › Actions › Impersonate User
Impersonation lets you enter a staff member's account and see the platform exactly as they see it. It is useful when a teacher tells you they can't find something or a module doesn't show up for them.
Next to the person, click Actions and choose Impersonate User (see the image in section 6). To return to your own account, use the option to switch back to the administrator account from the account menu at the top right.
Note! While you are in another person's account, everything you do is recorded as if they did it, including the messages sent. Use impersonation only to check things, not to work on someone else's behalf.
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