Staff Profiles - Part 1 - Introduction

Staff Profiles

Introduction

Staff profiles store details about all members of staff on an iPassport account. Most employees log in to complete tasks and perform activities within the application, in which case they also require a User record, linked to the Staff Profile. However, in rare situations it might be preferable to manage a member of staff manually within iPassport, without the employee ever logging in to the system themselves. To support those scenarios iPassport allows staff profiles to be created without an associated user record. If that member of staff later needs to log in, a user account can be created from their staff profile; see Searching and managing Staff Profiles (Create User Account). Administrator user accounts do not have a staff profile created for them automatically.

As a general rule, we strongly recommend creating a user record and letting the system create the associated staff Profile. Please refer to the user guide User Management for information on creating new user accounts together with their related staff profile and contact record.

Staff profiles contain personal information and there are permissions and settings which allow safeguarding the information. Each record is contained within an OU such that only users with access to a given OU can see staff profiles within it. Users can always view their own staff profile. On accounts that are not enterprise accounts, a staff profile can also be saved without an OU; staff profiles with no OU are visible to users with the relevant permission in any OU, and can be found using the Not set OU search filter. On enterprise accounts every staff profile must have an OU, and visibility is also limited by facility. Staff profile records are placed in the same OU as the user’s Home OU.

Users can control who can view their personal information by navigating to My Profile and clicking, View My Staff Profile. Information about this is available in the guide, Personal Preference Management.

This option is only available when privacy settings are enabled for your account, and is only shown to the staff member themselves, on the General tab of their own staff profile. It controls who can see a block of personal details (Salutation, Suffix, Payroll Number, Maiden Name, Gender, Date of Birth, the work and home address fields and Address Notes) as well as the Contact tab. Anyone else viewing the profile sees a message explaining that visibility of some details has been restricted by the staff member. The available levels are:

• Anyone with appropriate permissions to view them
• Site Administrators and Key users in my OU
• Site Administrators Only
• Only you

When privacy settings are enabled, staff profiles created automatically from a new user account default to Only you.

Managers with appropriate permissions will find the staff profiles they are allowed to access under the Personnel Management menu.

Contents

• Permissions for Staff Profiles
  
• Searching and managing Staff Profiles
  
• Staff Profile tabs

Next step:

The next article covers Permissions for Staff Profiles