Settings for Staff Portal Skills/Levels

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.

Features

To use the Skills/Levels feature of the Staff Portal check Skills/Levels in the Features section. Save Changes.

Remote Access

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:

  1. Point to Staff Portal, drop down to Settings and select Portal Settings.
  2. In the Features section next to Skills/Levels set Allow Remote Skills/Levels to Yes.
  3. Save Changes.
  4. On your website provide a link for staff to access the Staff Portal launch page. See Launch the Staff Portal Remotely for full instructions.

Skills/Levels Options

In this section you can determine whether skill/level progress emails are sent when updates are made to skills/levels.

Choose from:

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 is enabled to 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 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.   

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 enter attendance 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).
None
No classes will be shown for this staff person.

Allow this 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 this staff person to send emails?

This should be set to Yes if you would like the instructor to be able to send emails in the Staff Portal. If your Organization setting regarding emails is set to Staff option to send email this setting will affect the staff person's ability to generate a skills/levels progress email. 

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