Timetable Daily: Admin - Users: User Management

Modified on Thu, 14 Aug at 12:41 AM

TABLE OF CONTENTS

Admin - Users
Permanent Teachers
Inactive Teachers and Deleting Records
Merging a New Casual Teacher with an Inactive Permanent Teacher
Filters
Actions
Creating a New User

Timetable Daily maintains its own list of Casual teachers and Admin staff separately from the .etz file. The reasons for this are:

1) Casual teachers and Admin staff are not required in the timetable as they do not have regular classes.

2) Admin staff may need to be marked absent, which alerts other users in the school about the absence and admin staff may need to book rooms or resources. Admin staff are not used for regular covers but can be selected for 'minimal supervision' where the Daily Organiser deems this as acceptable.

Admin - Users

To enter or edit Casual teachers and Admin staff, or to view a permanent teacher record, g o to Admin> Users.

Here you will find all Permanent, Admin and Casual staff, both active and inactive, on file. The number of records displayed can be selected via the 'Per page' drop-down list in the lower right hand corner of the table.

The following are the columns displayed in the default view of the Users table.

More columns will be visible when 'Show daily data' is selected.

Teachers / Casuals / Admin Columns

Name	Name of user
Code	Code of user. This must be unique
Type	Displays the user type. The types are: 1) Teacher. A teacher who exists in the most recently synced etz file. 2) Casual. A user added to the Casual group. This user does not exist in the most recently synced etz file. 3) Admin. A user added to the Admin & Support group. This user does not exist in the most recently synced etz file.
Email	The email address of the user. For teachers, this is added in the etz file. For casuals and admins, this is added and edited in A dmin > Users
Phone	Phone numbers entered must be valid and may include country and area codes in the correct format e.g. +61432858751. This field is required if you are using the SMS Casual feature. The validation has been updated to include new phone numbers beginning with 0490-0493 and 0497-0499
Roles	The role or roles which are assigned to each teacher. IMPORTANT: A role must be assigned to allow the user to login.
Status	Active or Inactive will be displayed here
Edit	Click the edit icon to edit the user's details. This opens the ‘Update user’ window. Make any changes and click ‘Save’. For example, you can mark a permanent part-time teacher as a part-time casual or edit a casual teacher's availability for casual work.

Additional columns displayed when 'Show daily data' is selected.

Additional Columns

Faculty	This is the permanent teacher's faculty in the .etz file. Casuals will have faculty ‘Casual’. Admin staff will be in the Admin faculty. If there is an Admin faculty in the etz file, this will be displayed as Cyclical Admin.
Years	The year levels that this teacher can cover.
Preferred Subjects	This column is useful to assist in finding a replacement teacher who is qualified for the particular subject to be covered. This not a mandatory field.
Unavailable	Syntax here is just like etz e.g. 'Mon' means not available Mondays
PT Casual	Y will be displayed if a permanent part-time teacher has been flagged as a Part-time casual.
Comment	These will come from the etz file for permanent teachers. Comments can be added to Casual or Admin users in Timetable Daily as free text via their user record.

Permanent Teachers

Permanent teacher data that is entered via the timetable .etz file cannot be edited in Timetable Daily.

A permanent teacher record can be edited by an Administrator or Daily Organiser for the following only:

a) To add or change roles

b) To flag the teacher as a part-time casual

c) To add or remove the 'Eligible to cover classes' flag

d) To specify which year levels the teacher is allowed to cover

Uses Paper	This is used for printing Daysheets for those teachers who prefer the print out or do not have email access. Daysheets can be printed or emailed.
Part-time Casuals	Part-time teachers, who are able to work as casual teachers on their non-permanent teaching days, should be flagged as 'Part-time casual' on their user record in Admin > Users. They will need to be marked as unavailable for the whole day, for each of the days they do not work as a permanent teacher in the timetable etz file. On those days they will appear in the 'Casuals not here' or 'Casuals here today' tabs in the Alternatives screen when covering classes.
Eligible to Cover classes	This is selected by default and is only available for casual teachers and permanent teacher but not Admin staff. Year - Select the Year level you want the permanent teacher to be eligible to cover. Faculty - Select the Faculty you want the permanent teacher to be eligible to cover

Inactive Teachers and Deleting Records

When a permanent teacher is deleted from the etz file and the file is then synced to Timetable Daily, the teacher will be made inactive in Timetable Daily. Inactive permanent teachers cannot be deleted from Timetable Daily. However, if the inactive teacher wishes to become a casual teacher, a new user should be created with the same code and merged with the inactive teacher. See the section below on merging a new casual teacher for more information.

If a casual teacher is no longer available for casual teaching, and they have historical data, they should be made inactive for the remainder of that year. They can be deleted in the following calendar year.

When editing a teacher's code in the timetable etz file, choosing the option 'New teacher' from the prompt will remove the original teacher from the etz file and make the old teacher 'inactive' in Timetable Daily once the timetable is synced. If an existing teacher needs to have a new code in the etz file but is the same person, selecting 'Same teacher' will ensure that their record in Daily remains active.

Note: Teachers renamed as " New Teacher" or deleted will be marked as inactive in Daily module once synced, regardless of whether or not they have historical records in Timetable Daily

Merging a New Casual Teacher with an Inactive Permanent Teacher

On occasion, a permanent teacher may revert to being a casual teacher but requires the same code they had as a permanent teacher. This is usually required for integration with Admin systems.

When a casual teacher is created with the same code as an inactive permanent teacher, an option to 'Merge' the new record with the existing inactive teacher will be displayed. If merged, the two records will become one, with the historical data of the inactive teacher maintained, including future covers and absences. If future covers and absences are not required, they should be deleted before making the teacher inactive.

If you are looking to change a casual Teacher (or Admin Staff) status in Timetable Daily to Permanent teacher in .etz file then follow the document here

Filters

Users can be filtered with one or more of the following filters:

a) Filter by Role. Select the required role from the drop down list.

b) Filter by type. Select one of the following: All, Teacher, Casual, Admin

c) Filter by Status. Select one of the following: All, Active, Inactive

d) Filter by Name. Enter at least three characters to locate the required user.

Actions

a) Create User. Click on Create user to open the Create casual or Create admin window.

b) Delete users. Select the records to be deleted and then click on 'Delete users'.

Note that records with historical data cannot be deleted.

c) Issue/reissue WebCode. Use this to issue a new WebCode to selected users.

The new WebCode can be emailed to the users if required by selecting 'Email the user'.

d) Send WebCode. Use this if users have not received their WebCode.

e) Grant access. Use this to grant access to teachers from other schools.

The definition of 'Grant access' is that grant access can be given to any staff member from any school.

In order to grant access for teachers from other schools, enter <schoolcode>:usercode>. The user code can be found in admin->users.

In the above example screenshot, the EDVALKIRAN is the schoolcode and usercode is :BAICKK.

Once the EDVALKIRAN has been added in the main school then the user BAICKK can login with their webcode and view the list of both school.

If the staff is a permanent teacher in the original school then the teacher will automatically be rolled over to the new school with the same role, meaning the staff would only be having access as a permanent teacher.

Creating a New User

To add a new user, click on 'Create user'. The 'Create user' window below will open.

IMPORTANT: A role must be assigned to a user to allow them to login to the system.

Create Casual/ Admin Staff
A. Details	Enter details for the following fields: Code, Name, Phone, Email, Teacher admin ID, Comments
B. User Group	Toggles between the ‘Casual' and ‘Admin & Support’ windows.
C. Status	Is the staff member active? Select ‘Active’ if the staff member is available to work. Active casual teachers will appear in the 'casuals' selection tabs of the ‘Alternatives’ window.
D. SMS	Select 'Yes' if you want this person to receive SMS messages.
E. Daily tab - Eligible to cover classes?	This is selected by default and is only available for casual teachers, not Admin staff. Deselecting this will place the casual teacher in the 'Unavailable' tab in the Alternatives window.
F. Daily tab - Faculties	Faculties of subjects the casuals prefers to cover.
G. Years	Years the casual teacher is eligible to cover. Include 'Meetings' if they need to be eligible to cover duties.
H. Days not Available	Days/times the casual is unavailable to take covers. Days of the week as well as timetable cycle days can be selected.
I. Use Paper	This is used for printing daysheets for those teachers who prefer the print out or do not have email access. Daysheets can be printed or emailed.

Note: For schools using Timetable Interviews, the Interviews tab on the 'Create user' window will allow a generic meeting ID to be added for that user if required for online interviews .