Staff Member Account Creation and Permission

SStaff Members are primarily managed in PosiEd through the Employee Role object. There are two ways to create a Staff Member. It can be created manually by creating an Employee Role or through an external source using something like Timetable Software.

It is important to know that the Employee Role record must have a reference to a valid Salesforce user record in order to support various functions within PosiEd. This means that regardless of how the Employee Role has been populated, you must ensure that equivalent user records are created and associated with each of these Employee Role records. Without this, the system cannot have a user reference for a variety of objects including event and cohort members, and can cause system errors. 

Manual Creation

To manually create Staff Members, you should create an Employee Role for Staff Members. Once the Employee Role flow is triggered it will automatically create a User in every Employee Role created.

The LISS section in the Employee role is used as the reference in creating a User. The LISS section in creating an employee role is a must if the employee role that you are creating has no User created yet. If the employee role that you’re creating has a User already then you can manually link it to the Employee role and no need to input details in the LISS section.

Go to App Launcher > Search for Employee Role > Click New > Fill in the necessary details > Save

After creating the Employee Role record, a User and a Person Account will be created.

Edval Publish Teacher

This tool helps you create automatically employee roles for staff members through Edval Publish Teacher. When Publish Teacher has been successfully pushed into the organization, it automatically creates employee role records. An employee role flow will run that creates a user link to the employee role record, and when the employee role flow is triggered successfully, it will then create a user link to the employee role.

Before doing the Publish Teacher, make sure the etz file for Teachers from Edval has the Email and Staff IDs field populated. These two should be unique. This is one of the criteria for the linking of the Users to the Employee Role records.

1. Workaround: You can also turn off the Employee Role triggered flow before publishing, and then turn it on again after publishing.

   1. You have the option to turn off the Employee role and create a User instead. The User created should follow the following criteria:

      1. The Profile should be the School Personnel.

      2. The role has been set.

      3. Permission Set Group should be added based on the role.

      4. The user should be added to his/her designated School Public group.

2. Employee Role triggered flow includes the creation of the Users and will automatically link to the Employee Role records.
   Note: The Staff users should have a correct profile license for the Calendar access. The Chatter Free license is a non-calendar license.

After Publish Teacher is executed, Employee Role records will be created with the following details,

PosiEd provides automation to support the latter and this automation uses similar rules to the Student Record/Account Automation.

If Employee Role automation runs, a Person Account record will be created and linked to the User with the following details:

User

• First Name = Employee Role’s First Name

• Last Name = Employee Role’s Last Name

• Phone = Employee Role’s Phone

• Email = Employee Role’s Email

• Alias = Employee Role’s Display Name

• Username = Employee Role’s Email

• Nickname = Employee Role’s Preferred Name

• Title = Employee Role’s Salutation

• User License = Saleforce

• Profile = The profile assigned upon user creation will be determined by the value specified in the Default Profile ID field of the custom settings.

Person Account

• First Name = Employee Role’s First Name

• Last Name = Employee Role’s Last Name

• Phone = Employee Role’s Phone

• Preferred Name = Employee Role’s

• Gender = Employee Role’s Gender (using PosiEd Value Mapping)

• Email = Employee Role’s Email

• Primary Educational Institution

• Staff Status = Employee Role’s Status

• Staff Id = Employee Role’s Staff Id

Note that these automations have been provided as unmanaged code to allow you to customise and meet their requirements. For example, your school might have different standards about fields such as Third Name, Nickname legal name, etc. PosiEd allows you to define these fields for yourself on the Contact/Account objects and extend the automations to ensure they are populated to and from the student record as required.

PosiEd Permissions, Sharing, and Visibility Access

We need to give permission access to some specific objects and fields so the teacher can execute some of the necessary features, just as Session, Cohort Session, Events etc.

In order to give permission access, follow the necessary steps below.

Setup Permission:

Profile Setups

School Personnel; This will be the base profile for all users except for System Administrators.

1. Go to Set up

2. In the Quick Find box search for Profiles.

3. Click New Profile or select any Profile that has user license to whom clone you want to create (Saleforce License).
   

   

4. Click Save.

5. Click the Assigned User and assign all users except for System Administrators by clicking the New Users/ Add Multiple Users.

Permission Sets

To extend permissions without changing the base profile, the following permission set must be created and grouped by its permission set group.

Go to Set up > Permission Sets > Click New > Enter a label > Click Save

• Label = Enter a label following the labels provided below.

• API Name = auto-populates once a label is entered.

[PosiEd] Log a Wellbeing Observation

Allows the user to create a wellbeing observation and other related objects

[PosiEd] Mark a Roll

Allows the user to mark a roll of any class.

 [PosiEd] Read Day Attendance

Allows the user to view the day attendance of any class.

[PosiEd] Read School Accounts

Allows the user to view all school accounts in the org

[PosiEd] Read Student Accounts

Allows the user to view all student accounts in the org

[PosiEd] Edit Accounts
Allows the user to edit core student, teacher, and carer details in objects such as Person Account and Student Attributes, etc

[PosiEd] Attendance Management

This permission set allows users to access the Attendance App and associated objects

[PosiEd] Create/Edit Cohorts

The ability to create and edit Cohorts and Cohort Members

[PosiEd] Create/Edit Timetable Structure

The ability to create and edit timetable structure and other related objects

[PosiEd] Create/Edit Kiosk Definition

The ability to create and edit Kiosk Definition and other related objects

[PosiEd] Read Cohort

This permission set allows users to view the Cohort.

[PosiEd] PosiEd Logs

Permission Set Groups

Add each permission set to each designated permission set group.

Go to Set up > Permission Set Groups > Click New > Enter the label > Click Save

• Label = Enter a label following the labels provided below.

• API Name = auto-populate once a label is entered

[PosiEd] Admin Staff

This will be the base permission for users of General Admin Staff users.

• [PosiEd] Edit Accounts

• [PosiEd] Attendance

• [PosiEd] Create/Edit Cohorts

• [PosiEd] Attendance Managementnt

• [PosiEd] Mark a Roll

• [PosiEd] Read Cohort

• [PosiEd] Read School Accounts

• [PosiEd] Read Student Accounts

• [PosiEd] PosiEd Logs

[PosiEd] Admin Leader

This will be the base permission for users of Admin Leader.

• [PosiEd] Attendance Management

• [PosiEd] Create/Edit Cohorts

• [PosiEd] Create/Edit Kiosk Definition

• [PosiEd] Create/Edit Timetable Structures

• [PosiEd] Edit Accounts

• [PosiEd] Log Wellbeing Observation

• [PosiEd] Mark a Roll

• [PosiEd] Read Cohort

• [PosiEd] Read School Accounts

• [PosiEd] Read Student Accounts

• [PosiEd] PosiEd Logs

[PosiEd] Enrolment Staff

This will be the base permission for users of Enrolment Staff users

• [PosiEd] Edit Accounts

• [PosiEd] PosiEd Logs

• [PosiEd] Mark a Roll

• [PosiEd] Read Student Accounts

[PosiEd] Teaching Staff

This will be the base permission for users of Primary Teaching Staff and Secondary Teaching Staff. Every time you add a new teacher you also need to add another permissions set for that teacher.

• [PosiEd] Mark a Roll

• [PosiEd] Read School Accounts

• [PosiEd] Read Student Accounts

• [PosiEd] Read Cohort

• [PosiEd] PosiEd Logs

Assignments

• Assign School Personnel profile to all users with roles.

• Assign Teaching Staff permission set group to all users with Primary Teaching Staff and Secondary Teaching Staff roles.

• Assign Admin Staff permission set group to all users with Admin Staff role.

• Assign Admin Leader permission set group to all users with Admin Leader role.

• Assign Enrolment Staff permission set group to all users with Enrolment Staff role.