There are several settings that affect how your staff uses the Staff Portal for Skills/Levels and control what they are able to see and do.
Some of these settings are at the organization level and affect all staff (global) while others can be set at the individual staff level.
Organization Settings (Global - affect all staff)
These settings are global and apply to all staff. Edit these settings from the Staff Portal menu > Settings > Portal Settings.
To use the Skills/Levels feature of the Staff Portal check Skills/Levels in the Features section. Save Changes.
You have the choice to allow staff to manage their classes through the Staff Portal both on site and remotely. The Staff Portal is always available at your facility when you or another User has launched it from within Jackrabbit (see Launch the Staff Portal from within Your Database). It is an optional setting to also have it available remotely (off site). You can turn on remote access and the Staff Portal URL link can then be placed on your website for staff to log in from their home, smart phone, tablet, etc. in a mobile friendly environment.
To allow remote access:
- Go to Staff Portal > Settings and select Portal Settings.
- Set Allow Remote Skills/Levels to Yes in the Features section.
- Click Save Changes.
- Provide a link on your website for staff to access the Staff Portal launch page. See Launch the Staff Portal Remotely for full instructions.
In this section you determine which skills to display (assigned to classes or students) and whether skill/level progress emails are sent when updates are made to skills/levels.
Choose which skills to display in the Staff Portal:
- Display skills assigned to classes - Select this option when you have skills added to classes.
- Display skills assigned to students - Select this option when you add skills to students.
|Never send emails|
No skill/level progress emails will be automatically sent for skills/levels updates. No pop-up window will display to give the staff person the option to email.
Note: If the staff person can send emails in the Staff Portal they can opt to use the email icon to generate an email for any exceptions.
|Staff option to send email|
No skill/level progress emails will be automatically sent for skills/levels updates. A pop-up window will give the staff person the option to send the email.
Note: The staff person must have Allow this staff person to send emails? set to Yes on the Portal Settings tab of their Staff record in order to have the option to send a skill/level progress email.
|Automatically send email|
Skill/Level progress emails are automatically sent for skills/levels updates regardless of whether the staff person is enabled to send emails in the Staff Portal or not.
Note: For the skill/level status Testing no email is sent. This is because a student may test several times before attaining a skill. If the staff person is enabled to send emails in the Staff Portal they can opt to use the email icon to generate an email for any exceptions.
You can also customize the email by selecting from the following options:
- Include Skill/Level Notes - When set to Yes, notes will be included in the email.
- Include Class Location - When your classes are offered at different locations, include the class location.
- Header - Add header text to the email.
- Footer - Add footer text to the email.
Staff Settings (Individual)
On the Portal Settings tab of the Staff record there are a few settings that affect what that specific staff person is able to do in the Staff Portal in terms of class management. They are found in the Manage Classes Tab section.
Manage Classes Tab
What classes should this staff person see?
This setting allows you to select the classes shown in the Staff Portal when the staff person logs in.
|Their Classes Only|
The staff person will only see classes they are assigned as an instructor.
|Their Classes with option to Show All of Today's Classes|
This is helpful for staff who normally substitute teach. They will see an option in the staff portal to Show All of Today's Classes. When they check this option, all of today's classes will appear.
|Their Classes AND All Classes with Category 1|
This is helpful for staff who update skills/levels for all classes of the same category 1, even though the staff person isn't assigned as an instructor for each class.
|All Active Classes at Staff Portal Location|
This is helpful for staff who aren't assigned as an instructor for classes but enter attendance for all classes (for example, gym floor manager or swim deck manager).
No classes will be shown for this staff person.
Allow staff person to update skills/levels
To enable a staff person to edit skills/levels in the staff portal set Allow this staff person to update skills/levels? to Yes. When set to No, the staff person will not have access to the skills/levels information in their Staff Portal.
Allow staff person to send emails
This must be set to Yes for an instructor to be able to send emails from the Staff Portal. If Staff option to send email is selected in your Skill/Level Options the Allow staff person to send emails setting will affect their ability to generate a skills/levels progress email.
When email is sent from the Staff Portal, you can choose who will get the reply.
- Select Organization email if you want all replies to be sent to the organization email listed in your Notification Settings.
- Select Staff person's email if you want replies to be sent to the staff person who sent the email. This option is only available if the staff person has an email address listed on the Summary tab of their Staff record.
If you don't see the option to send replies to the staff person's email, check the Summary tab of their Staff record to make sure there is an email address for them.
Allow staff person to view lesson plans
Set to Yes for an instructor to be able to view existing lesson plans for classes in the Staff Portal. Lesson plans can be found under Manage Classes in the Staff Portal. See Lesson Plans - An Overview for more details about adding lesson plans to classes.
Allow staff person to mark absent students eligible for a make-up class
When your database is set to track absences, the Allow this staff person to mark absent students eligible for a make-up class setting determines whether or not the staff person marking the student absent is permitted to allow a makeup for the absence.