creating staff accounts

TABLE OF CONTENTS

• Video Resource: Staff Roles and One-by-One Enrollment
• Enrolling New Staff One-by-One (without Cohorts)
• Enrolling New Staff One-by-One (with Cohorts)
• Video Resource: Create a Password
• Enrolling New Staff En Masse using Excel
  • Create a Custom Template
  • Excel Worksheet Anatomy

Video Resource: Staff Roles and One-by-One Enrollment

Enrolling New Staff One-by-One (without Cohorts)

To enroll staff and supervisors:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage staff accounts.
   
   
3. On the top, select Add a New Staff Member.
   
   
4. Enter the staff member’s details:
   
   
   • a) Notes on Site Assignments:
     There are three options when assigning sites to a staff member:
     
     
     • Assign to all active sites at all times. (This person will be assigned to all currently active and all newly enrolled sites automatically.)
     • Assign to all active & deactivated sites at all times. (This person will be assigned to all sites regardless of status and will be automatically assigned to all new sites as they are enrolled.)
     • Custom (This person will be assigned to a custom selection of sites.)
       
       
   • b) Send the password setup e-mail now.
     If you would like the staff person to receive an e-mail with instructions for setting up their password and account right away, leave the checkbox selected (Send the password setup e-mail now).
     
     Otherwise, uncheck the box and follow the instructions in step 6 below.
      
5. Click Add.
   
   
6. If you opted to send the setup e-mail later, when you’re ready to send it find them in the table at the bottom of the page, checking the box next to their name.
   
   
   Then use the Select Action drop-down menu to Send Welcome/Password Setup E-mail to Selected Staff.
   
   
   Or, you can use the option to Send Welcome/Password Setup E-mail to All Staff Without Passwords.
   
   One more option (of course): Click the link to send the welcome e-mail right from a person’s profile.
   

Learn how to opt folks out of receiving Communications Portal messages here. 

Enrolling New Staff One-by-One (with Cohorts)

Think you might need Cohorts? See more about Cohorts here.

To enroll new staff and supervisors with Cohort assignments, follow these steps: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage staff accounts.
   
   
3. On the top, select Add a New Staff Member.
   
   
4. Enter the staff member’s details:
   
   • a) Notes on Cohort Assignments:
     
     NOTE: The word "Cohort" is a generic term and your program likely uses a different word: Campus, State, Program, etc.
     
     There are three options when assigning cohorts to a staff member:
     • Assign to all active cohorts at all times. (This person will be assigned to all currently active and all newly enrolled cohorts automatically.)
     • Assign to all active & deactivated sites at all times. (This person will be assigned to all cohorts regardless of status and will be automatically assigned to all new cohorts as they are enrolled.)
     • Custom (This person will be assigned to a custom selection of cohorts.)
       
       
   • b) Notes on Cohort Assignments:
     There are three options when assigning sites to a staff member:
     • Assign to all active sites at all times. (This person will be assigned to all currently active and all newly enrolled sites automatically.)
     • Assign to all active & deactivated sites at all times. (This person will be assigned to all sites regardless of status and will be automatically assigned to all new sites as they are enrolled.)
     • Custom (This person will be assigned to a custom list of sites.)
       
       
   • c) Send the password setup e-mail now.
     If you would like the staff person to receive an e-mail with instructions for setting up their password and account right away, leave the checkbox selected (Send the password setup e-mail now).
     
     Otherwise, uncheck the box and follow the instructions in step 6 below.
      
5. Click Add.
   
   
6. If you opted to send the setup e-mail later, when you’re ready to send it find them in the table at the bottom of the page, checking the box next to their name.
   
   
   Then use the Select Action drop-down menu to Send Welcome/Password Setup E-mail to Selected Staff.
   
   
   Or, you can use the option to Send Welcome/Password Setup E-mail to All Staff Without Passwords.
   
   One more option (of course): Click the link to send the welcome e-mail right from a person’s profile.
   

Learn how to opt folks out of receiving Communications Portal messages here.

Video Resource: Create a Password

Enrolling New Staff En Masse using Excel

Follow these steps to enroll new staff using Excel: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage staff accounts.
   
   
3. On the right, in the More menu, select Import Staff link.
   
4. You can use your own Excel document or create a custom template.

Create a Custom Template

1. Find the section called Build Custom Import Template.
   
   
2. Open your panels to choose the fields you’d like included in your custom template, or
   
   
3. Use the Select All option on the right.
   
   Note: At a minimum, in the Name & Contact Details panel, you must include First Name, Last Name, Email, and Role.
   
   
4. Additional Export Options.
   
   To make importing staff as simple as possible, we've included a way for you to export the Field Type (for each field) and the available options for any single-and-multi-select fields you include in your template.
   
   IMPORTANT: If included, delete these rows before you import your file. 
   
   
5. (Optional) Save Template As.
   
   To save your template for later use, use the Save Template As section to give it a name.
   
   
6. Click Download Template.
   
   REMINDER:
   

Excel Worksheet Anatomy