IN BRIEF
The Staff Portal mobile interface allows staff members to access key tools such as class and camp schedules, attendance tracking, student details, and skill evaluations. With proper configuration in SETTINGS>STAFF PORTAL>GENERAL SETTINGS, staff can use the mobile-friendly interface or the Staff Portal app to perform their daily tasks quickly and efficiently.
Overview
The Staff Portal mobile interface is designed to help staff members manage class and camp responsibilities from a mobile device or desktop browser. Staff can record attendance, evaluate skills, review student notes, and view full attendance histories directly from the Staff Portal. Attendance tools include options for camp attendance tracking, student photo capture, enrollment alert icons, viewing/taking student notes, and an attendance taken/not taken indicator.
Accessing the Feature
- Ensure that the Staff Portal is configured under SETTINGS>STAFF PORTAL>GENERAL SETTINGS.
- Confirm that each staff member has an active Staff profile with:
- A unique username
- A password
- Required Staff Portal permissions
- Provide staff with access to the Staff Portal via a supported browser or the Staff Portal mobile app.
- Confirm that staff have a reliable internet connection on their mobile device or computer.
Step-by-Step Instructions
Configuring Staff Portal General Settings
The following settings must be reviewed and enabled/disabled based on your organization’s workflow:
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Enable Staff Portal
- Must be enabled for any staff member to access or navigate the Staff Portal.
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Enable student images in Staff Portal
- Allows staff to view and upload student images.
- If a student photo waiver is required, this option only appears for students who have accepted the policy.
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Sort attendance and evaluations by student first name
- Sorts student names alphabetically by first name instead of last name.
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Show instructor name on schedule listings
- Displays the instructor’s name on the class list within the Staff Portal.
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Show zone below class/camp name
- Displays the assigned zone for each class or camp on Staff Portal schedules.
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Show outstanding balance on roster
- Displays the family's outstanding balance in the student details view.
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Enable Attendance check-in mode
- Allows students to check themselves in one at a time.
- Important operational note:
- As soon as the first student checks in, all remaining students are automatically marked “Absent.”
- Attendance updates as additional students check in or are manually marked “Present” by staff.
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Show time clock in Staff Portal
- Allows staff to view their Time Clock details in the Staff Portal.
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Enable Clock-In/Clock-Out
- Allows staff members to clock in or out through the Staff Portal interface.
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Require Geolocation for Clock-In/Clock-Out
- Prevents clock-ins/outs unless Location Services are enabled on the device/browser.
- Geolocation is an approximation and should supplement other verification steps.
Time Clock Warning
- If Show time clock in Staff Portal is enabled and the staff member has a Time Clock PIN, the System checks whether the user is clocked in upon accessing the Attendance or Skill Tracking views.
- If not clocked in, a warning appears:
- “As of [date] [time] you have not clocked in.”
- If not clocked in, a warning appears:
Additional System Behavior
- Staff can view full student attendance histories.
- Staff can view or take student notes directly from the student record.
- Staff can access camp attendance tracking tools.
- The System supports student photo uploads if permissions and policies are configured.
Troubleshooting & FAQs
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Why can a staff member not access the Staff Portal?
- Confirm that Enable Staff Portal is enabled and that the staff member has an active Staff profile with valid permissions.
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Staff cannot upload student images. Why?
- Check if the student photo waiver is required and whether the student has accepted it. Student images only appear when permitted by policy.
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Why are all students marked “Absent” when only one checks in?
- This is expected behavior when Attendance check-in mode is enabled. The System requires full attendance data and marks remaining students “Absent” until updated.
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Why is a clock-in warning appearing?
- If Show time clock in Staff Portal is enabled and the staff member has a Time Clock PIN, the System confirms an active clock-in before allowing access to attendance or skill tracking.
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Why is staff clock-in blocked on a mobile device?
- If Require Geolocation for Clock-In/Clock-Out is enabled, Location Services must be turned on in the device/browser.