Create New Staff Profile
When creating new staff profiles, we suggest checking for any possible duplicates first by performing a search from the top search bar on the dashboard. If the staff member does not exist, select 'Create New' to create a profile for them.
Please Note: Ensure 'Past Staff' filter is ticked when searching.
To create a new staff profile:
- Navigate to the Staff tab via the left-side menu.
- Select 'Staff & Educators'.
- In the Staff list, to the bottom left, click the green 'Create New' button.
- Input the relevant information to build out the core of this new staff profile.
- Under 'Employment Details', select 'Educator' in the 'Staff Member Type' field.
- Press save at the bottom right of the screen.
Please note: Once you have saved the profile, you can re-enter by clicking on the Educators name from the Staff list, to add further details to their record.
If the profile does not save, please be sure to check all mandatory fields have been entered in the profile. A red outline will be displayed for any required fields that have been missed.
Assigning a Coordinator
To view the Coordinator/s assigned to the Educator, click on the 'Coordinators' tab at the top of the profile.
Please note: Educators can only be assigned a Coordinator via the Coordinator's profile. Please see guide here for further information.
Homes Tab
The Homes tab functions as a type of 'Personal License' for Educators. When enrolling children, the Home record for the educator will be the room assigned*.
Once your Educator profile has been created, navigate to the Homes tab at the top of the record.
1. Click 'Create New'.
2. Enter the Educator's details, including capacity, age range, address and absentee option.
3. Click 'Create'.
*If there are any difficulties in enrolling a child, the Homes tab is a useful place to check all details are correct. Regarding funding troubleshooting, the 'Exclude from funding' checkbox is of particular note here.
Associates Tab
Educators for homebased services are required to declare any adults/children aged 16+ that live in the premises they are caring for the children in.
These adults are also required to undergo police checks and be vetted appropriately, regardless of whether they are present in the home during operating hours normally. To help services track who these associates are and make sure these checks are up to date, they can be added via the Associates tab on the Educator's profile.
1. Click 'Create New'.
2. Enter the Associate's details.
3. Click 'Save'.
An existing contact within Discover can be added by clicking on 'Link Associate'.
Children Tab
As of 2023, Educators need to include any child of their own as one of the children in their home that will count towards the number of children in their care. To monitor this, their child needs to be registered in Discover.
With a few exceptions, this child will not be eligible for any funding whilst in their parent/guardian's care.
1. Under the Children tab, click 'Create New Educator Child'.
2. Enter the details of the Educator's child and click 'Create'.
Please note: Once the Educator's child has been saved, Discover will automatically create an enrolment for the child that will be visible under the Educator's 'Child' tab.
Creating their child via 'Create New Educator Child' means the child will not appear on the Attendance tab in the main menu as they do not have an NSI.
They will also not be visible in the Child list. Their profile will only be accessible via the Educator's profile.
For further information on Staff Profiles, including the Staff Details, holidays, Teaching Certifications, Notes & Documents, Health, Payroll, Availabilities and Audit Log tabs, please see our article Staff: Profiles
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