Adding staff to eymanage

Adding records of your staff members to the system is an essential part of setting up your nursery for the first time, and of continuing to keep your system up-to-date as employees join and leave. There are several ways to add staff the system. If only a few staff members need to be added, you may choose to add them manually and fill out their profiles yourself. Alternatively, you may use the staff profile form, which can be sent out to employees for them to fill out their own details. If you already have large amount of staff data recorded somewhere, you also have the option to import it all at once using a spreadsheet.

Adding a staff member manually

1. Click on  Staff in the sidebar.
   
2. Click on the  icon in the top right. 
3. Fill out the relevant information in each tab of the Staff Profile. At the very least you should enter the staff member's First Name, Last Name, Date of Birth, and Primary Email.
4. Click Save. 
   

Using the staff profile form

Customising the staff profile form

Before you send out the staff profile form, you might want to take a look at the profile form setup. Not all fields are necessary for every company, so you can decide to hide certain fields, or make them optional.

1. In the top right, click on  > System Settings.
2. Click on HR in the sidebar.
3. Click on Profile Form Setup.
   
4. Uncheck the Visible box for any field you don't want to appear on the form.
   
5. For Visible fields, check one of the following options to control how the fields appear on the staff profile form:
   
1. Mandatory for fields that must be filled out before the form can be submitted.
2. Optional for fields that can be filled out, but are not a requirement for the form to be submitted. 
   
3. Read Only for fields that you can't edit, but which still appear on the form and may contain existing data.
6. Click Save when you're done.

To customise the staff profile form for all nurseries,  go to  > Global Settings > HR > Staff > Profile Form Setup and continue from Step 4.

Sending the staff profile form

1. Click on  Staff in the sidebar.
2. From the Staff page, click on the  icon in the top right. 
3. Click on Select Room/Select Tag and choose which option the staff member belongs to. If unsure, you can choose All. 
4. Select the staff member(s) from the Recipient List.
5. Edit the email if you desire.
6. Click Send. 
7. The staff member will receive an email with a link to the Staff Profile Form.
   

Importing staff data

If you have existing data on your staff members, you can import them into the system all at once. You can do this yourself, but it's recommended that you contact the eyworks team if you want to import data. Technically, you can import any CSV file into eymanage, but it may be better to download the staff import sheet attached to this article.

1. Click on  Staff in the sidebar.
   
2. Click on the  icon in the top right to go to the import page.
   
3. Click on Browse to select a CSV file to import and Open it.
   
4. Click Next to see a summary of all the data from the CSV file.
   
5. Click on the drop-down menus to choose which fields in the staff profile each column of data aligns to. The First Name and Last Name fields are mandatory and must be selected to continue with the import.
   
6. Check Skip if you don’t want a particular column to be imported to the profile.
   
7. Click Next.
   
8. On this page, you'll be able to edit any of the data you’ve imported.
   
9. Click Next again to finish the import.

Not all options and fields can be filled in during an import. Certain things, like checking Create eymanage Staff Login, must be done on the staff profile.

Filling out the staff profile

To get a better sense of what the different fields of the staff profile mean when you're adding them to the system, take a look at this article. 

• Related Articles

• Adding children to eymanage

  Whether you're setting up your nursery on the system for the first time, or you're keeping the system updated, it's essential that you know all the different ways to add children to eymanage. If you're only adding small numbers of children, you may ...

• Customising staff profile form emails

  When you send a Staff Profile Form to a staff member, they will receive an email with a link to the form. The contents of this email can be customised in settings. In the top right click on > System Settings. Click on Email Templates & Letters. Go to ...

• Creating a profile on eylog from eymanage

  While filling in a staff member’s profile form, you’re given the option to also create a profile for them on eylog using the information stored for them on eymanage. When adding a new staff member Click on Staff in the sidebar. Click on the icon in ...

• Creating an eymanage staff login

  When filling in a staff member’s profile, you have the option to create an eymanage staff login for them. This way, staff members can access a limited version of eymanage using the Primary Email entered into their profile. You will need to create ...

• Filling out the staff profile

  Most of the fields in the staff profile are just used to record information. However, there are several fields that have system functionality. Let’s go over them. Profile First Name/Last Name: These are mandatory fields. You cannot create a new ...