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Use this process for staff members who already have an Every Child Ready Platform account and need updates to their account information, access status, School Year/Campus assignments, or classroom assignments. This process is used both at the beginning of the school year to update returning staff and throughout the year as staffing changes occur.
Do not create a new account for existing staff members. If you attempt to create a staff account using an email address that already exists in the Platform, you will receive an error message.
At the beginning of each school year, all returning staff must be assigned to the current School Year/Campus and Classroom(s), even if they are returning to the same campus or classroom as the previous year.
To update an existing staff member, use the procedures below:
Update Staff Information
Update Staff Information
To update a staff member’s information:
1. From the Admin Dashboard, select Staff.
2. Search for the staff member, then verify you have the correct person before proceeding.
3. Click Edit on the right side of the page.
4. Make the necessary changes.
Example: Change the staff member's last name from Carter to Thompson after a name change.
5. Click Save.
An "Entity updated” notification will appear if the action was successful.
6. Return to the Staff List page to verify that the updates were saved.
Make a Staff Member Inactive
Make a Staff Member Inactive
Use this process to remove Platform access for staff who no longer require access due to staffing changes, role changes, or other internal transitions. This ensures that access remains secure and up to date.
1. From the Admin Dashboard, select Staff.
2. Search for the staff member, then verify you have the correct person before proceeding.
3. Click Edit on the right side of the page.
4. Toggle the Status button to the left. The toggle will change to gray.
5. Click Save.
An "Entity updated” notification will appear if the action was successful.
6. Return to the Staff List and verify that the staff member's Active status now displays No.
Important: Marking a staff member as inactive does not delete their account. Roster Managers will still be able to view the staff member's record, but the staff member will no longer be able to access the Every Child Ready Platform.
Add or Change School Year/Campus Assignments
Add or Change School Year/Campus Assignments
A staff member must have a School Year/Campus assignment before they can be assigned to a classroom at that campus.
To update a School Year/Campus assignment:
1. From the Admin Dashboard, select Staff.
2. Search for the staff member, then verify you have the correct person before proceeding.
3. Click Edit on the right side of the page.
a. If removing access, click Delete at the bottom of the page.
Click Confirm.
You will receive a confirmation that the school year has been removed.
b. If updating access to another campus, change the “Campus Id” or “Staff Role Id” value and click Save.
b. To add a new campus without removing other campuses:
Click the drop-down next to Edit.
Click Add to School Year.
Enter the campus information.
Click Save.
Add or Change Staff Classroom Assignments Within a Campus
Add or Change Staff Classroom Assignments Within a Campus
A staff member must have a School Year/Campus assignment before they can be assigned to a classroom at that campus.
To update a classroom assignment:
1. From the Admin Dashboard, select Staff.
2. Search for the staff member, then verify you have the correct person before proceeding.
3. Click Edit on the right side of the page.
a. If removing access, click Delete at the bottom of the page.
Click Confirm.
You will receive a confirmation that classroom access has been removed.
b. If updating access to another classroom (at the same campus), change the Classroom Id value and click Save.
b. To add a new classroom at a current campus without removing other classrooms:
Click the drop-down arrow next to Edit.
Click Add to Classroom.
Enter the classroom information.
Click Save.
Important Notes
Important Notes
Staff members should only have access to the campuses and classrooms required for their job responsibilities.
Because staff access includes student information, maintaining accurate permissions is an important data privacy responsibility and should align with your school's access policies.
After updating School Year/Campus or Classroom assignments, verify that each classroom assignment belongs to one of the staff member's assigned campuses. Otherwise, the staff member will not be able to access that classroom in the Platform.
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