Guide for new users with Admin login role

Staff

Add, edit or delete

Add a new staff person

Always usePerson Search to see if the person already exists in the statewide database.

  1. Use Person Search
  1. Click on the Person Search tab.
  2. Enter up to 3 strings (pieces of info) from these 5 types: first name, last name, SSN, email address, birthdate. Click the Enter key to activate the search. Note that the search will show results that match ALL of your search criteria.
  3. In the Match List, look for potential matches.

Three possibilities:

  • The staff person is already entered at your site. In the Relationship column, click on the Stafflink.Check the summary info. If it’s the person you’re looking for, update the existing record.
  • Staff is already entered at another site. In the Relationship column, click the Not in Site link for more detail. If you’re sure it’s the same person you are searching for, add the staff person to your site and update the existing info.
  • No matching records; the staff person has never been in MN ABE. Create a new record from scratch.
  1. Create a new staffrecord from scratch
  1. On the Person Search tab, click the New Staff button.
  2. Staff Create screen: complete all fields (thumbs down dates and pink highlighted sections must be completed in order to save the record.
  3. Staff > Info: add emergency contacts as needed
  4. StaffHistory: add items related to training and certification
  5. Staff > Schedule: add as teacher for a new or existing class (if applicable)

Edit or updateexisting records

  1. Stafftab:Search for the staff name; click the desired staff row in the results.
  2. StaffSummary: click the Edit button to update/correct basic info like staff type, birthdate, education, etc.
  3. Staff > Info: update staff address, phone and email; update other contacts as needed
  4. Staff > History: update ABE program status, experience, training, and certification as necessary
  5. Staff > Schedule: add as teacher for a new or existing class (if applicable)

Delete a staff record

  • There is no way to delete a staff record, even when a staff person is no longer working for your program.
  • You may merge records if you have duplicates of the same staff person in your site.

Schedule: add, edit, exit, or delete a staff person from a class

Add a new class to the staff schedule

  1. Staff tab: Search for the staff name; click the desired row in the results.
  2. Staff Schedule:
  • Date: Select the date the staff person first began attending the class.
  • Choose a Class to Add: from the menu, choose the name of the class
    in which to enroll the staff person.
  • Choose: select Instructional or Not Instructional.
  1. Click the Add to Class button.

Edit, exit, or delete a staff person from a single class

  1. Stafftab:Search for the staff name; click the desired row in the results.
  2. StaffSchedule: From the list of classes, select the desired class.
  3. Make any of these changes:
  • Edit: change any of the field info as desired.
  • Exit: type an End Date, ideally when the staff person was last in the class.
  • Delete: click the Delete this Enrollment link.If any staff hours were recorded for the class, the Delete this Enrollment link will not appear, and the staff cannot be deleted from the class.
  1. Click the Save Changes button.

Exita staffperson from ALL open classes

Make certain class attendance is up to date before performing this action!

  1. Stafftab:Search for the staff name; click the desired row in the results.
  2. StaffSchedule: Below the list of Currently Scheduled classes are fields for exiting the staff from all classes in which s/he is still enrolled.
  3. Type the desired class exit date.
  4. Click the Exit All Current Classes button.

Note 1:The software will ignore your request to exit a staff person from a class when:

  • s/he already has an End Date assigned (even if it’s in the future)
  • hours were earned by the staff person AFTER the date you typed

History: add, edit, or delete

Info on this screen will be used for NRS Table 7.Click here for the current chart of Staff history groups and items.

Add a history item

  1. Stafftab:Search for the staff name; click the desired row in the results.
  2. StaffHistory:
  3. Date: type the desired date
  4. All History Groups: Choose an item from the menu.
  5. Choose a History Item: select the desired item.
  6. Comments: add any notes you like.
  7. Click the Add History button.

Edit or delete history

  1. Stafftab:Search for the staff name; click the desired row in the results.
  2. StaffHistory:From the list of entries, select the row to edit or delete.
  3. In the screen that appears, change any of the field info as desired; click the Save Changes button.
  4. To delete the history, click the Remove This History link.

Info: add, edit, or delete

Add new contact details

  1. Stafftab:Search for the staff name; click the desired row in the results.
  2. StaffInfo:Choose any of the “New” buttons to view a screen for adding new details.

Edit existing info

  1. Stafftab:Search for the staff name; click the desired row in the results.
  2. StaffInfo:From the list of entries, select a row with a pencil icon.
  3. In the screen that appears, change field info as desired. (ABE Site History cannot be edited.) Click the Save Changes button.

Note:Under ABE Site History, Last Contact shows the date staff attendance hours were last recorded at the site.

Delete info

There is no way to delete contact info. These details remain a part of the staff’s permanent record.

Account: add or remove staff login privileges

Use this screen to set up a user login.

Add login privileges for a staff person

  1. Stafftab:Search for the staff name; click the desired row in the results.
  2. StaffAccount:
  3. Email address: type the email address of the staff who will have login privileges.
  4. Role: choose the level of database access for the staff person.

View Only login rights: user can browse any screens within the site to which s/he is assigned. S/he cannot add, edit, or delete students, classes, staff, etc.

Teacher loginrights: user can browse select screens and enter attendance for students in classes where s/he is the assigned teacher.

Admin login rights: user can perform any database function (add/edit/delete students, classes, staff, etc.) within the site to which s/he is assigned.

  • Click the Create button.
  1. On the next screen, double check the email address.
  2. Click the Send Email for Confirmation button to notify the staff person by email (at the address you typed here) that a user account has been set up in the database. When staff click the link in the email, they will be redirected to a screen to set up their own password. The staff person is the only one who can see the password they set up.
  3. Click Remove Account to cancel the account without sending an email.

Remove login privileges for a staff person

  1. Stafftab:Search for the staff name; click the
    desired row in the results.
  2. StaffAccount: Click the Remove Account button to clear the staff account email. This will also cancel user login access to the database.

SiD email support:iD help articles: mnabe.zendesk.comAdmin: Staff, page 1