The Staff Record

The Staff record provides a centralized location to keep all information related to staff members. Each record has its own tabs, buttons, and links.

Summary Tab

This tab houses  contact and general employment information for the staff member. The majority of the fields are self explanatory, however, there are some fields (Staff ID, Salaried, Instructor, Type, Position, and Public Nickname) that impact how other areas of Jackrabbit function.

Staff ID (optional)

If you currently use staff/employee IDs, these can be entered in Jackrabbit. The IDs will display in the Pay Rate report (Reports menu > Staff section) and the Export to Payroll spreadsheet (Staff Portal menu > Time Clock > Export to Payroll > Export CSV File).

Salaried 

If a staff member is salaried (not hourly) and you will be using Express Payroll, ensure that you have the Salaried field set to Yes.

This is only necessary if you will be using the Time Clock and be using Express Payroll for payroll  processing. Because salaried employees must be set up separately with Express Payroll, setting this field to Yes omits this staff person's data when the Email File to Express Payroll button is selected (Staff Portal menu > Time Clock > Export to Payroll) .

Instructor

If a staff member is not an instructor assigned to classes (front desk or administration for example) set the Instructor field to No.

This will:

  • Omit the staff member's name from all Instructor drop-down lists (filters) throughout Jackrabbit
  • Omit the staff member from the Daily View calendar
  • Omit the staff member from the Instructor Schedule report and the Instructor Scheduled Time report (Reports menu > Staff section)
  • Allow you to email instructors and non-instructors separately
  • Omit the actual vs scheduled hours comparison on the Approve/Unapprove Time page when using the Time Clock.

Type 

The Type field allows you to search and report on your staff members by their type of employment: Full-Time, Part-Time, Substitute, Independent Contractor, or Volunteer. The Type is displayed on the List Active and List All Staff reports (Staff menu) and is a criteria (filter) available in Search Staff (Staff menu).

Position (optional)

The Position field allows you to search and report on your staff members based on the type of work they do for you, for example, Coach, Office Staff, or Supervisor. Position drop-down list items are added using the Drop-down List Editor (Tools menu). The Position is displayed on the List Active and List All Staff reports (Staff menu) and is a criteria available in Search Staff (Staff menu).

Public Nickname 

Only available for staff members set as Instructor = Yes , the Public Nickname field gives you complete control over what information is shown about your instructors online when you are using Online Integration in Jackrabbit.

The Public Nickname field is what will display to identify your instructors:

When you add a new staff member and create their Staff record, the Public Nickname field is automatically populated with the instructor's first and last name. The default can be left as is to display the instructor's full name, or it can be changed to whatever you prefer (100 character limit), for example Coach John instead of John Linton. If you set the new staff member to Instructor = No, the Public Nickname field is hidden.

To keep from showing any information for a particular instructor, delete everything from their Public Nickname field and save the changes.

Classes Tab

The Classes tab provides a listing of the staff member's active and future classes. Use the View Class History button to view the staff member's previous classes.

Compensation Tab

A User's access to this tab can be restricted with the Compensation tab or the Compensation tab when User ID is linked to Staff User ID permission in the Staff section (Tools > Manage Users & Permissions).

It offers an area to enter multiple pay rates. Use the Add Pay Rate button to add each pay rate. Rates can be filtered using the Filter By drop down. See the Staff Portal Time Clock topic for full details on pay rates and the Compensation tab.

Time Card Tab

A User's access to this tab can be restricted with the Time Card and Portal Settings tab User ID permission in the Staff section (Tools > Manage Users & Permissions). 

Used in conjunction with the Time Clock, all time entries for a staff person are viewable on this tab. See the Staff Portal Time Clock topic for full details on Jackrabbit's Time Clock feature.

Portal Settings Tab

A User's access to this tab can be restricted with the Time Card and Portal Settings tab User ID permission in the Staff section (Tools > Manage Users & Permissions). 

Used in conjunction with the Staff Portal, all settings controlling what the staff person is able to see and do in their portal are located on this tab. See Staff Portal Settings for full details.

Feedback Tab

A User's access to this tab can be restricted with the Feedback tab User ID permission in the Staff section (Tools > Manage Users & Permissions). 

Notes regarding your staff performance, such as feedback from their students, can be entered on this tab. Be sure to Save Changes after adding feedback. Use the More link to display the entire Student Feedback field.

Skills Tab

The Skills tab can be used to indicate which skill / instrument an instructor can teach. Use the Add Skill button to add a Skill. See the Staff Skills topic for full details.

Certifications Tab

Add up to five different certifications achieved along with dates earned. See Staff Certifications for details.

Availability Tab

Add a staff member's standard hours and exceptions here. See the Staff Availability/Exceptions topic for more information.

Misc Tab

Add miscellaneous information related to the staff member here.

Picture Tab

Staff pictures can be uploaded to this tab. To add or replace a staff picture:

  1. Make sure the image is no larger than 300 x 170 pixels.
  2. Select the Upload Picture button.
  3. Use the Choose File button to browse for the picture on your computer.
  4. Select the image and then the Upload button.
  5. Once uploaded, the picture will display.

If you want to completely delete an image use the Delete Picture button. To replace an existing image click the Upload Picture button, there is no need to delete the existing image first.

Instructor Schedule Button

The Instructor Schedule button will open a page where you can use search criteria and display settings to create a schedule for the instructor. The schedule is offered in several formats including export to Excel and PDF.

Add Time Entry Button

See Staff Portal: Time Clock topic for details.

Instructor Calendar Button

Use the Instructor Calendar button to display the Instructor's Monthly Calendar. The calendar provides links to the Class records.

Weekly Schedule Button

The Weekly Schedule button will open the Instructor's Weekly Calendar. The calendar provides links to the Class records.

Email Button

The Email button will open the Email editor where you can create and send an email to the staff member.

Text Button

If you have texting enabled, the Text button will open the editor where you can compose and send a text message to the staff member.

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