Use generic emails for rooms while adding staff separately for clock in-out
When setting up staff in our system, it's important to note that each individual can use only one email address.
Email Verification
An email is sent to verify the email address, so keep this in mind when using generic email addresses. Clear opt-out messages are also included.
We do not recommend attaching an email address such as ‘director@school.com’ or ‘infantroom@school.com’ to a specific individual, as this will cause issues when that person leaves your center.
Let's walk through a scenario to understand what this means.
The Scenario
Let's say you hire Maria as your Infant Room teacher. Maria needs to log into the app and clock in and out for hours. You don't want to use Maria's personal email address, so you create her as a staff member and give her the email address ‘infantroom@school.com’. She clocks in and out, and all of her timecard data is recorded under this email address.
Then one day, Maria leaves your center. You deactivate her as a staff member and add her replacement, Alice. However, when you try to give Alice the same email address as before (infantroom@school.com), you'll see an error that says it's already in use.
If you reactivate Maria's account and change her name to ‘Alice’ instead, all of Maria's old clock-in/out data will still be associated with that email address, making it difficult to separate the information for Alice when pulling reports.
The Solution
The best way to get around this situation is to use generic staff accounts for the email addresses that you do not plan to deactivate, and add all of your real staff members separately.
Using the same example above, you would set up your school like this:
Here are the rooms I want to work with:
Infant Room
Toddler Room
Pre-K 1
Pre-K 2
And here is how I have set up my Staff page:
Generic teacher emails are in BLUE, while real staff are in RED.
Generic Emails
Email Account Access
If you choose to use a generic email address, make sure it is valid and that you can access it. Email verification and password reset links will be sent to this address.
All of the classroom emails -- infant@school.com, toddler@school.com, prek1@school.com, and prek2@school.com -- have been created with a generic staff name, such as ‘Infant Teacher’.
I have signed up for each account using the invitation code.
I have set the password myself, so if I don't want staff logging into the app outside of school, I can choose not to share it with anyone. Instead, I would log in to all the devices myself.
Alternatively, if you choose to share the password with your staff, you will need to reset it each time a staff member permanently leaves your center.
You can still use the staff-to-staff messaging feature by sending messages to ‘Infant Teacher’ or ‘Toddler Teacher’. The message will reach your teachers on their classroom devices.
Actual Staff Members
The actual classroom teacher, in this case, Alice, has been added without an email address. She has been assigned to the Infant Room and can use her clock-in code to track her hours in the kiosk.
If you want to send internal emails to your staff, you can still add them with their personal email address and deselect the ‘invite’ option when creating their account. This way, they can receive any newsletters without being able to log in to the system.
Now that Alice has left your center, you can safely deactivate her profile, and all of her clock-in/out data will remain intact, along with the information in her profile.