Work Tab

Created by Harrigan Phillips, Modified on Thu, 16 Mar 2023 at 02:16 PM by Harrigan Phillips

The Work Tab is used to record the various settings and fields that relate to the Staff in your organisation in regards to their contact details, type of staff and jobs. It is also used to indicate if the Staff member is a current employee or not.

Work Details

At the top of the Work Tab you can record the following details:

Field	Description
Known As	An optional field that when set, changes the Staffs displayed name to Known As - Surname instead of Firstname - Surname. Often used for Gender-Identity related Staff to avoid misnaming and use their preferred name.
Initials	The initials of the Staff that will display where listed.
Work Telephone	The internal telephone number (and extension if required) for the Staff.
Fax	If applicable, a Fax number for the Staff.
Work Email	This field should always be entered as it is used for any email notifications in Databridge.
Mobile	If applicable, a Mobile number for the Staff (Work mobile only).
Current Staff	If ticked, the Staff member will appear in dropdowns, reports and lists as a current employee.
Timetable Staff	If ticked, the Staff member will appear in dropdowns and lists relevant to creating/editing Sessions in Databridge.
Show Rota Widget	If ticked, the Staff member will appear in the Dashboard widget for Staff Rota to select from.
Rota Manager	If ticked, when other Staff marked as Absent, this Staff will receive a message accordingly.
External Staff	Tick here if the staff member is External. If ticked, they will appear in the Staff list with an (E) next to their name
Agency Staff	Tick here if the staff member is from an Agency. If ticked, they will appear in the Staff list with an (A) next to their name
Timetable Scale	The default scale the Staff uses. If using multiple scales, when they go to their timetable the most relevant one will be displayed by selecting it here.
Category/Sub-Category	Used for filter/reporting purposes. Available options can be changed in Standard Values.
Group	Used for filter/reporting purposes. Options are the same as the Group field on Learners Site records.
Department	Used for filter/reporting purposes. Options are the same as the Department field on Learners Site records.
Status	Used for filter/reporting purposes. Available options can be changed in Standard Values.
Change Photo	Optionally select a picture to upload for the Staff member.
Important Information	Anything vital that users may need to see when first viewing this Staff record.
Line Manager	Select the relevant Staff they report to. If you use the Cascading Line Manager access option, this must be set.
Location Information	Free type text box to record any specific details about where they work.
Set Location	If applicable, the building/residence they typically work in. This is used by screens such as Rota Manager to filter Staff.
Exclude from WFC	Ticking this checkbox will exclude the staff member from appearing on the Workforce Collection Report.

Job Details

Underneath the general Work details is a section for Job details. Here you can specify their main Job role, used by many screens for filter/reporting purposes, as well as multiple other Job roles they may have.

To set their main job title, select the relevant option from the list. You can change the available options in Standard Values.

The Show Confidential Details and Show Current Only options do not save but simply determine which Jobs and columns to list underneath.

To add a new Job Role here, click on the Add Job Title button.

To edit an existing Job Role, click on the row for it.

Either option will open a modal to record the various details for the role. The Shift Patterns can be changed via the Absence Manager screen (discussed in another article), and the Spine Points can be changed via the HR option in the File menu on the same Staff record screen.

Simply enter/update the details accordingly and click Save.

Tip
If someone's role changes in regards to salary, hours, or similar, you can use the Copy Position button at the bottom of the modal. This will create a new record for the role and mark that one as no longer current.

This allows you to update the new record and retain a history for that role. You can view the historic entries via the History tab when opening an existing role.