Find someone in the staff directory

You need Denise's record, or you need to know how many CPR cards expire this month. Both start on the Staff page. This page is how to find a person there, and what each of the six figures at the top is actually counting.

Who can do this

• Front-line staff
• Site director
• Regional director
• Organisation admin
• Super admin

The same people can do everything in Staff, reading and changing alike. An OCCL auditor or a read-only account sees Staff in the menu and gets an empty page.

Before you start

The page has two modes and switches between them without saying so. With no filter set, it shows every staff member at one site, unpaged. With any filter or search text set, it switches to a search that shows 25 at a time. The clearest sign is the page numbers, which appear only in search mode and only when there is more than one page.

The site it shows is, in order: the Location filter if you set one, then the site chosen in the header, then the first site on your account.

Steps

1. Open Staff. You see six figures, a search box with an Export CSV button, a collapsible Filters panel, and the table.

2. Search by name or email. PTRS matches part of a first name, last name, email, or first and last name together, so "denise o" finds Denise Okafor. It does not match the role, the site or the position.

3. Open Filters if you need more. Four lists:

   Filter	Options	Note
   Location	All Locations, then your sites	Also changes which site the figures at the top cover
   Role	All Roles, then the six roles
   Status	All Status, Active, Inactive
   Credentials	All Credentials, Current, Expiring Soon, Expired, No Credentials	Uses a 90-day window. See below.

4. Sort by pressing a column heading. Name, Role, Location, Status and Credentials can be sorted; press the same heading again to reverse.

   Sorting only reorders the page you are looking at

   Sorting happens on the rows already on screen. In search mode that is the current 25, not the whole result, so sorting page 1 by Credentials gives you the most affected of those 25, not of the organisation. PTRS always lists people by last name, so the pages stay stable. Sorting by Location does nothing at all, because that column is always empty.

5. Open someone. Click the row, or the eye icon at the end of it.

You now have the person open, or you have established they are not in the organisation under that name.

In search mode the page counter reads "Page N of M". With no filter there is no count on the page at all. Total Staff is the nearest thing, and it counts the site, not the filtered list.

What the six figures mean

Four of them come from a summary that PTRS remembers for five minutes. The other two are worked out fresh.

Figure	What it counts	Window
Total Staff	Every staff member at the site, active or not
Active	Those marked active
Expiring Credentials	Credentials expiring between today and 60 days out	60 days
Expired Credentials	Credentials whose expiry is before today, however long ago, including those of people who have left	No limit
Pending BG Checks	Background checks in the whole organisation that have not reached an end state	Whole organisation
Training (N overdue)	The percentage of active staff who hold all fifteen mandatory trainings, and beside it the number who do not	Whole organisation

Two things surprise people.

The credential figures and the credential filter disagree by design. The figures use 60 days, the Expiring Soon filter uses 90, and the badge on a staff record uses 30. All three are right about their own window. See Fields and limits.

The training percentage is strict. A person with fourteen of fifteen trainings counts against it exactly as heavily as one with none. The "N overdue" beside it is everyone who is not complete, which for a new organisation is everybody.

Some figures lag by up to five minutes

PTRS remembers the summary behind four of the figures for five minutes. Creating, updating, deactivating or reactivating a staff member refreshes it, and so does adding, editing, removing or verifying a credential. Adding a training record, recording a personnel document, completing an onboarding task and confirming a shift do not. Nothing on the page says a figure is old, and there is no refresh button. Reload and wait if a figure looks stale.

The Ratio Compliance figure never appears

A seventh figure, Ratio Compliance, is designed for this page and is never shown, because the page never gives it anything to show. The ratio figures are on Staff, then Ratio Monitor, and cannot detect a breach. See Read the ratio monitor.

What the filters actually match

The Credentials filter:

Option	Who it finds
Current	Has at least one credential, and every credential expires more than 90 days from now
Expiring Soon	Has any credential expiring between today and 90 days out
Expired	Has any credential already expired
No Credentials	Has none at all

Current is stricter than it reads. Someone with a valid CPR card expiring in 60 days is left out of Current and included in Expiring Soon. That is correct, but it means the two lists do not add up to the whole directory.

The Role filter ignores a role it does not recognise rather than refusing it. The list only offers real roles, so this only matters if a link was edited by hand.

PTRS can also filter by training status and by onboarding status, and the Filters panel has no control for either, so neither can be used from any screen.

Export CSV

Export CSV downloads what is on screen: the filtered, sorted rows, not the whole organisation. The file is named "staff-export" followed by the date. Seven columns: Name, Role, Location, Status, Credentials, Expiring and File Status.

Two of the seven columns are always blank

Location and File Status are always empty in the export, for every staff member, because the page never fills them in. Name, Role, Status, Credentials and Expiring are correct. Take the site from the filter you exported under.

When something goes wrong

What you see	What it means	What to do
No staff members found, with a filter set	Usually Credentials, set to Current, which leaves out anyone with a credential inside 90 days	Set it back to All Credentials
The page stays empty for every filter	Your role cannot use Staff: an OCCL auditor or a read-only account	Not fixable from the page
Organization context is required.	Your account is not attached to an organisation	An administrator has to fix the account. Nothing in Staff works until then.
Someone you just added is missing	You are in search mode with a Location filter that is not their site	Clear the Location filter
The Training figure is missing	That part of the page failed to load, and the page does not say so	Reload

Two things on this page that are not what they look like

The Staff Notifications bell is always empty

The bell beside Staff Management listens for messages by one set of names, and PTRS sends them under a different set, so it reads "No notifications yet" for ever, and the pop-up messages wired the same way never appear. Even working, it would be a live ticker of up to fifty events lost on refresh, not an inbox. See What happens automatically.

Staff names are sent to an outside service to draw avatars

Each row's round picture is drawn by an outside website that is sent the staff member's full name to do it. Every time the directory is shown, the names of everyone on screen leave PTRS. Nothing on the screen says so.

Related

• Add a staff member
• Staff fields and limits, the three expiry windows
• Who can do what in Staff
• Staff troubleshooting