What are the Staff Settings Options? – iClassPro Support

IN BRIEF
The Staff Settings section under SETTINGS > SETUP includes several configuration options that affect staff profiles, permissions, Time Clock behavior, instructor absence workflows, and how staff names display in customer-facing areas. These settings support consistent staff management and ensure that related features—such as the Staff Portal, Time Clock, and Customer Portal/Mobile App—function correctly.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The Staff Settings area allows administrators to manage staff-related configuration options that shape how users interact with iClassPro. These options include Custom Fields, User Groups (permissions), Staff Roles for Time Clock activity, Instructor Absence Reasons used when designating substitutes, and additional staff display/security settings.

Accessing the Feature

From the main navigation menu, go to Settings.
Select Setup.
Choose Staff Settings.

Step-by-Step Instructions

The Staff Settings page is organized into several functional areas:

Staff Custom Fields

Staff Custom Fields store additional information unique to staff profiles. These fields allow administrators to capture and track custom data related to staff members that is not part of the standard profile.

User Groups

User Groups define shared permission sets that determine which areas of iClassPro staff members can access and which tasks they can perform. Assigning staff to a User Group applies the defined permissions automatically.

User permissions govern access to areas of the System and allowed actions.
Multiple staff members can share the same permissions by being assigned to the same User Group.

For details about creating and configuring permissions: How Do I Configure Staff Permissions and User Groups?

Staff Roles

Staff Roles work with the Time Clock to indicate which role a staff member was performing while clocked in.

Each staff user has a primary role.
Staff may select an alternate role when recording their time.
- Example: A staff member with a primary role of Instructor may also select Front Desk.
Special built-in roles are included for Time Clock administrators to use when editing or manually entering Office Portal time entries. These cannot be deleted and cannot be selected by staff at clock-in:
- Vacation
- Sick
- Holiday
- Jury Duty
- Bereavement
Overtime is not calculated against hours recorded under these built-in roles.

Creating and Editing Staff Roles

Use Add New Staff Role to create a new entry.
Select the pencil/edit icon to correct an existing entry.
If using Express Payroll:
- Each role must have a unique export code.
- Codes can contain up to five characters.
- If no code is entered, the system will use the first five characters of the Staff Role Name, which could result in incorrectly calculated hours if multiple names have the same first five letters.

Default Staff Role

Defines the role used when recording Time Clock entries for staff who do not have a role assigned.

Important Note

Existing Staff Roles should only be edited to correct spelling/typographical errors.
Staff Roles should not be deleted.
Editing the title of a role updates all associated historical Time Clock entries.
To maintain data integrity, always create new roles as needed rather than altering existing ones.

Instructor Absence Reasons

Instructor Absence Reasons support the Substitute Instructor feature by defining why a staff member is unavailable.

The following reasons are included by default:

Bereavement
Jury Duty
PTO (“Paid Time Off”)
Sick
Vacation

These values can be configured or extended based on organizational needs.

Staff Options

Staff Options control several miscellaneous settings that affect how staff information displays in iClassPro and how staff authenticate in the Office Portal and Staff Portal.

Customer Staff Display - If the the "Show Class/Camp Instructors" option is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS, this setting allows you to customize how staff member's names are displayed to customers. (NOTE: This includes any customer-facing areas, such as the Customer Porta/Mobile App and Check-In Kiosk.)
- Full Name (default) - ex: John Smith
- First Initial, Last Name - ex: J. Smith
- First Name, Last Initial - ex: John S.
- First Initial, Last Initial - ex: J. S.
Require Two Factor on Office Portal - if enabled, staff will be required to use Two-Factor Authentication when logging into the Office Portal.
Require Two Factor on Staff Portal - if enabled, staff will be required to use Two-Factor Authentication when logging into the Staff Portal.

Troubleshooting & FAQs

Why should Staff Roles not be deleted?
- Staff Roles are tied to staff profiles and historical Time Clock entries. Deleting or altering them incorrectly can overwrite or misattribute past recorded time. Create new roles instead of editing existing ones except to correct spelling.
Why are some Staff Roles unavailable for staff at clock-in?
- Vacation, Sick, Holiday, Jury Duty, and Bereavement are system-generated roles reserved for Time Clock administrators when modifying or entering time within the Office Portal.
I use Express Payroll. Why do I need to ensure that Staff Roles do not share the same first five characters when no code is defined?
- If no code is entered, the system will use the first five characters of the Staff Role Name instead, which could result in incorrectly calculated hours if multiple names have the same first five letters.