Note: All pages shown below are subject to having relevant Roles & Permissions.
In this guide, we are going to show you how to reinstate Leaver Staff Members for the purpose of making them active again/continuing their service. This will include;
Reinstating the Staff Record
To begin, you will need to go to the Staff List page.
Once it loads, use the Search Filters button on the top right of the screen.
This will expand the section above the Staff List and provide you some options to choose from such as Staff Type and Status.
You will just need to change the Status from Current to Leaver.
This will update the page automatically and you will now see all Leaver Staff below.
From there, click on the Staff Member that you wish to reinstate and press View.
This will open their Staff Record.
Next, use the Pencil/Edit icon next to their name to open the Edit Staff Details section.
Click on the Employee Details Tab and amend the following;
- Staff Leaving Date – Must be removed
- Leaving Reason – Must be set to NOT SELECTED (ignore if it already is)
- Next Employer – Must be removed (if present)
Note: DO NOT Remove or amend the Date Started at the School, this needs to stay the same because it is their original/previous Start Date.
You would enter their Return Date in the Continuous Service Date field which is used when Staff are re-starting their Employment with your School.
Once their Employment Details have been updated, press Save.
You will then receive a Notification stating that the details were successfully updated.
At this point, the Staff Member is no longer a Leaver but further steps are required to ensure they can log in to the MIS.
Reinstating the User Account
To continue the process, you now need to go to Modules>Setup>System Users.
By default, this page will display every user who can currently log in to your MIS.
You will need to reinstate the Staff Members User Account so that they can also log back in to the system.
Find them on this page and press View (you may need to use the Search Filters if the User Account is not visible straight away).
Note: If their User Account is not visible at all, it may have been deleted previously.
If this is the case, you will need to create this Staff Member a new User Account and Link it to their Staff Record. Steps for this can be found here – How to create a User Account
Once the User Account has been located and is open, you need to do the following;
- The user can log into system – Must be ticked.
- Roles – The user should be assigned at least one Role.
- The Username and Work email should be populated if they are not.
Once all of the required information has been added, scroll to the top of the page and press Save.
This will conclude the reinstatement process and mean that the Staff Member is now active again and can log in to the MIS.
Adding a Contract
The last task that will need to be carried out to accompany this process, is to make sure that the Staff Member is given a Contract.
To do this, go to the Staff List page, select them and press View.
Once their Record is open, select Contracts from the Side Menu and then use the + icon to add a new Contract.
This will provide you with a pop out window where you can enter all the various details required to generate a Contract.
Note: If you do not know the correct information, you should consult with or delegate to a colleague from Reception/HR as these details will be picked up by the next Staff Workforce Census.
Navigate through the four tabs (Contract Information, Roles, Pay and Payroll Information) and add the information required.
Once you are done, press Save and this will add the Contract.
This will then in turn populate their Staff Type on the Staff List page.