IN THIS ARTICLE
Staff being imported or roster synced into Gradient will already be connected to the classes and students as designated from the roster source. However, other staff may need Gradient accounts created (principals, coaches, or counselors), leaders may need expanded permissions, or retiring staff may need to be removed. This article reviews how to add and edit staff access and their associated schools within Gradient.
- A manually added staff member will not have access to any classes, students, or data unless Access Group membership is granted.
- Staff who are added to Gradient from a synced roster source may have additional school associations added, but they cannot be edited. All changes to staff information need to be completed at the roster source (Clever, ClassLink, or the SIS).
- After manually adding staff, you may want to send staff login invites, extend permissions with Access Groups, add staff to manually created classes, add staff as Co-teachers, or add staff to assignment-sharing groups to get access to assignments authored by other staff.
Create New Staff
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1. With Admin Mode, select the Staff tab.
2. Select New and choose Create New Staff from the drop-down menu. |
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3. Complete the required information. First Name, Last Name, Email, and ID are all required fields.
4. If the staff member is getting added to a class as a primary teacher or a Co-teacher, the teacher will be associated with a school through the class. Select SAVE. OR 4. If staff will be granted permissions given to them from Access Groups, see MANAGE ASSOCIATED SCHOOLS. |
Edit Staff
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1. Enter Admin Mode, and select the Staff tab. 2. Edit the Staff member by clicking the checkbox to the left of the name. 3. From the toolbar, select the Edit icon. |
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| 4. Update fields and MANAGE ASSOCIATED SCHOOLS, select Done, and SAVE. |
Note: Editing an existing email address of a staff member who has already accepted their invite can have unintended consequences. If the email address needs to be changed, please contact support@gradecam.com.
MANAGE ASSOCIATED SCHOOLS
You will need to MANAGE ASSOCIATED SCHOOLS for a staff member for the following reasons:
- There are multiple schools connected to your subscription, and staff need access.
- Staff will not be added to a class as a primary teacher or co-teacher.
- Staff will be granted permissions given to them from Access Groups.
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1. In the Manage Associated Schools window, check the box in the Other Staff column to manually connect a staff member to the selected school.
2. Click Save and then DONE.
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Tip! If you are adding a staff member as a System Admin, check the All Schools box. See the example screenshot above. Note: The Teacher column boxes are automatically checked when a staff member is rostered to a class that's connected to the selected school. You will not be able to manually check this box. |
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Import Staff Using a File
This is the recommended method for manually adding non-rostered staff when multiple users need to be created, and the Gradient Leader cannot make the update from a synced roster source like Clever or ClassLink. Examples of non-rostered staff may be District Coordinators, Principals, Assistant Principals, Coaches, etc.
Tip! If you are importing non-teaching staff across more than one school, make school-specific files and select a school before completing the steps below to automatically "associate" all staff in the file to the selected school. By importing into a school-filtered staff list, you get to skip the MANAGE ASSOCIATED SCHOOLS step for staff that only belong to one school.
| 1. Within Admin Mode, select the Staff tab. Select New and choose Import Staff from the drop-down menu. | |
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2. Use the required Import File Template (Import Staff Tab). Tip! If you want to make a file per school, name each file with the school name, select the school name from the Schools tab first, then select the Staff tab > New button to reveal the drop-down menu > Import Staff for... This will associate the imported file of staff members to the selected school. |
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| 3. Select or drop the Import Staff File and choose Next. |
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| 4. Verify that the changes shown are correct (and resolve any errors in the file) before clicking Next. |
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| 5. Click Run Import. | |
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6. The Staff tab will show the imported staff using the FILTERS - All Active Staff. Note: Review additional import information from the Import Staff File support article. Tip! Staff imported with a file must be associated with a school or connected to a class to log in. |
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Deactivate Staff
- To deactivate staff, click the checkbox before the name(s) of the staff member(s) you'd like to make inactive.
- From the toolbar, select the Deactivate icon.
- From the Deactivate Staff window, read the message and choose DEACTIVATE.
FAQs
Q: Why can't I find a staff member from the Staff tab?
A: By default, the Staff tab is filtered to show only Teachers assigned to classes. Switch the Role filter in the left panel to All Active Staff. If you are still unable to locate the staff member, some staff members may be inactive. Use the same Role filter to view Inactive staff.
Q: Why don't I see the Staff tab?
A: You are not part of the System Admin Access Group, and you may just have access to one (or a few) of the schools that are part of your subscription. Click on the school from the Schools tab first, and then manage staff connected to the school from the Staff tab.
Q: Can a teacher also have expanded access to Gradient?
A: Yes. Any System Admin can assign staff to an Access Group with expanded permissions. Learn more about granting permissions to staff in the Access Group Overview support article.
Q: If I edit staff information manually and then do a combined import, will the edited information stay?
A: Any imported file must include changes you've made manually to staff. The import file will replace what has been manually edited.
Q: Does a teacher need both an ID and email?
A: Yes. A Staff ID allows for file updates to staff when or if name or email changes occur.
The feature(s) mentioned are only available to Gradient for Schools & Districts subscribers. Please contact sales@gradecam.com to upgrade your subscription.
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