Your supervisor will instruct you on how to access the Staff Portal.
You may not have access to all areas or the ability to perform certain functions mentioned in this Training System as this is dependent upon your organization's procedures and your permissions.
If you forget your Staff Portal password, click "Forgot Your Password" from the Staff Portal Login screen to generate an email with a link to reset your password. The email will be sent to the email address associated with your Staff Record in the Jackrabbit database. Contact your supervisor if you do not receive an email (after checking if it was marked as spam).
Login Screen
To access their class schedule (including substitution assignments), as well as view upcoming events, staff members will navigate to the My Schedule tab within the Staff Portal. Filters are available to drill down to a specific session of classes or a particular time period of events.
Click the Print Schedule link if you would like to print a copy of the classes or events schedule. Use the Manage Classes tab to take class attendance, view and update resources, and send an email.
View Class Schedule
The My Substitutes tab displays details when a staff member substitutes for a class or when someone substitutes for one of their classes.
View Events Schedule
The My Schedule tab will show events the instructor is assigned to, however, it is not possible to take attendance for an event in the Staff Portal at this time.
When staff logs in to their Staff Portals, they are taken to the News tab. In addition, staff can go to the Manage Classes tab to do the following:
On the main page of the Manage Classes tab, there are several Class Filters available to allow staff to drill down to specific classes, including Date, Time, Cat1, Session, Room, Attendance Status (Completed or Not Completed), and Instructor.
Use the blue Show Empty Classes toggle to remove classes with no enrollment from the class list.
The status of the attendance for a class is indicated by a checkmark:
- When no students in the class have been marked either present or absent, there will be no checkmark next to the class.
- When all students have been marked present or absent, a green checkmark indicates that attendance is complete.
- If you allow partial attendance, where staff can mark some students present/absent and save the changes to complete at a later time, a yellow checkmark will indicate that attendance for the class has been partially taken. See Settings for Staff Portal Attendance to learn more.
Additional class information is available by clicking the arrow (>) next to the class name. To collapse/hide that information, click the arrow (v) again.
Action Buttons
The Email button opens a window where an email can be composed. All enrolled students appear with a checkbox allowing staff to select which students to include in the email. The message is sent to all contacts in the student's family record in your database. A copy of the email is retained in the Family record, on the Misc tab, for 365 days. | |
| Attendance | When ready to take attendance, staff will select the Attendance button. |
| Skills/Levels | Staff will select the Skills/Levels button to update skills if the class has skills assigned to it. |
| Resources | If a resource has been added to the Class record and assigned to display in the Staff Portal, select the Resources button to open the resource. In addition, when a staff member is given access to manage resources in the Staff Portal, they can add, edit, and delete resources for a class. |
| Virtual Classes | If a virtual class link was added to a Class record, it will display in this section. Click the Virtual Class button to open the video. |
When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #1 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent.
Quiz #1 - Staff Portal-The Basics (5 points)
| Number of Questions | Total Possible Points | Points Needed for an "A" | Points Needed for a "B" | Points Needed for a "C" |
|---|---|---|---|---|
| 6 | 6 | 5 | 4 | 4 |
Return to Coaches / Instructors and Staff Menu to continue to next lesson
Click here to provide feedback for this lesson
Did you know that you can add an icon to your home screen for quick access to the Staff Portal? With a bookmark icon on your home screen, you don't have to type the URL every time you want to access the Staff Portal. You can just tap the icon, and the Staff Portal will open.
Adding a Staff Portal icon to your iPhone, iPad, or Android home screen is easy. Read below to learn how.
Add a Staff Portal Bookmark to a Mobile Home Screen
- On your mobile device, open your Staff Portal URL in your browser.
- Log in to the Staff Portal using your username and password.
- Navigate to your browser's menu. (In most mobile browsers, this is a three-dot menu near the address bar. In Safari, it will be an icon of a square with an up arrow in the bottom center of the screen.)
- Click the menu option for Add to Home Screen or Add to Phone.
- Enter a name for your icon.
- Click Add.
- An icon will now appear on your home screen that you can use to launch your Staff Portal with one click. You can move and organize the icon just like any other app icon on your home screen.
Most modern mobile browsers support adding URL bookmark icons to your home screen. The exact steps to add a bookmark icon may vary depending on the device and browser you are using.
Frequently Asked Questions
Q. Can we use a Kindle to access the Staff Portal?
A. Yes, you can access Jackrabbit's Staff Portal remotely on a Kindle using the most recent version of the Silk browser. But Kindle does not have an option to save it as an icon on your home screen.
Communicating with their student's contacts is made easy for your instructors with multiple ways to send emails in the Staff Portal.
Email Multiple Students in a Class
The Email button located on the Manage Classes tab is at the class level and allows the instructor to email some or all students in a class at once.
In the Compose your email window, the instructor can select which students they want to email. The email is sent to all Contacts in the Family record with a unique email address. If two contacts in the Family record have the same email address, only one copy will be sent.
A history of this email is kept in the Family record on the Misc tab for 365 days from the date sent. The email can also be viewed in the Parent Portal on the News tab in the Recent Communications section. Note: Your organization does not receive a copy of the email.
Email a Single Student in a Class
In the Manage Classes (tab), click on an Attendance button. From here, an instructor can use the SEND EMAIL link to send an email to an individual student.
In the Compose your email window, the instructor can select which Contacts in the Family record to send the email to. If two or more selected Contacts in the Family record have the same email address, only one copy will be sent.
A history of this email is kept in the Family record on the Misc tab for 365 days from the date sent. The email can also be viewed in the Parent Portal on the News tab in the Recent Communications section. Note: Your organization does not receive a copy of the email.
Reply Email Address for Staff Portal Emails
The reply email address for emails that your instructors send through the Staff Portal defaults to your Organization email address (Gear icon > Settings > General > Organization Defaults). You can opt to change this default to have replies sent directly to the instructor who sent the email.
To change the reply email address for an instructor's Staff Portal emails, go to their Staff record. The Email replies sent to the setting are located on the Portal Settings tab in the Manage Classes Tab section.
Availability is managed from the My Schedule page of the Staff Portal.
- Log in to the Staff Portal and open the menu (if you are working on a larger screen, go to the My Schedule tab).
- Select My Schedule.
- Click the View Availability button.
On the My Schedule > Manage Availability page you will see schedule cards displaying scheduled availability and time off.
When you have access to manage availability, you will also see:
| Add Availability (button) | Use the Add Availability button to open the Add Availability window.
|
| Add Time Off (button) | Use the Add Time Off button to open the Add Time Off window.
|
| Edit (link in schedule card) | Opens the availability or time off modal where you can edit the individual time blocks in the schedule card or delete all of them. |
| View Comment (link in schedule card) | Allows you to see any comments that were added when the availability or time off was scheduled. |
| Delete (link in the schedule card) | Deletes all of the time entries in the schedule card. |
Export/Print | Use the Export/Print icon |
button to add another time block for the day. 
button to delete additional time blocks.
button to delete the entry.
button to add another time block for the day if needed. 
button to delete additional time blocks.
button to delete the entry.
When a Time Off entry is created, edited, or deleted, a corresponding Substitute record is created, edited, or deleted. Learn more about the 
to select Print or Export to Excel all the availability information on the page.When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #1 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent.
Quiz - Optional - Staff Portal Features (7 points)
| Number of Questions | Total Possible Points | Points Needed for an "A" | Points Needed for a "B" | Points Needed for a "C" |
|---|---|---|---|---|
| 6 | 7 | 6 | 5 | 4 |
