Who can do what in Staff

Tom wants to know why a front-line staff member can mark their own background check as cleared, and why the regional director can do everything here when she can do nothing in Incidents. This page lists every action in Staff, who can do it, and what PTRS does when they do. Field limits are on Staff fields and limits.

How permission works here

One rule covers everything in Staff, reading and changing alike. It admits staff members, site directors, regional directors, organisation administrators and super admins, and nobody else.

There is no separation of duties in Staff

A front-line staff member has the same reach here as an organisation administrator. They can create a staff member, change a background check's status, verify a credential, remove a credential and record a personnel document, including on their own record. PTRS has a stricter rule written for exactly this purpose, and it is applied nowhere. This is a defect in PTRS, recorded for the PTRS team. This page describes PTRS as it is.

Two consequences you cannot see on screen:

• A regional director can open every screen in Staff, including every change. In Incidents the same person can open nothing.
• OCCL auditors and read-only accounts can open nothing in Staff. The menu shows it to them, and the page stays empty.

One list is open to the world. The training catalogue, the sixteen trainings with their sources and consequences, can be read without signing in to PTRS at all. It contains no personal data and nothing about your organisation.

The full list

Every row is open to the same five roles, so the list says what each action does rather than who can do it.

The directory

Action	What PTRS does
Search the directory	25 people at a time, by last name, with filters on site, role, active status, credential status, training status and onboarding status
Show the Staff page figures	The six figures, remembered for five minutes
Open a staff member	The record with their credentials
Add a staff member	See Add a staff member
Update a staff member	First name, last name, email and role only
Deactivate a staff member	Marks them inactive. No screen offers this.
Reactivate a staff member	Marks them active again. On the record header.
List expiring credentials	Every credential expiring within 60 days, or already expired however long ago
List the DELACARE positions	The eleven positions
Assign a position	See Assign a position. No screen offers this.

Credentials

Action	What PTRS does
Add a credential	Type, issued date, expiry date and issuer. Four further fields on the dialog are thrown away.
Edit a credential	Replaces type, expiry, issuer, certificate number and document link. The issued date cannot change. Any special status is cleared.
Remove a credential	Hidden, not erased
Verify a credential	Records the method, notes, link, time and an account reference for who did it
Show qualification gaps	Always refused, with "Staff member '…' has no position assigned for gap analysis.", because no one has a position

Background checks

Action	What PTRS does
Start a check	Refused if the person already has one that has not ended
Advance a check	Moves it one step, stamping today's date. See Record a background check.
List a person's checks	All of them
List pending checks	Every check in the organisation that has not ended

Training

Action	What PTRS does
Read the training catalogue	Open to anyone, signed in or not
Add a training record	See Track training compliance
Edit a training record	PTRS can. No screen offers it.
List a person's training records	All of them
Show a person's training compliance	Against the fifteen mandatory trainings
Show the organisation's training compliance	Fully, partially and non-compliant counts, and the ten biggest gaps
Show one site's training compliance	The same for one site. Used by Health and Safety, not by any Staff screen.

Ratio compliance

These three feed the second screen called Ratio Monitor and are described under Attendance. See Read the ratio monitor.

Action	What PTRS does
Show the ratio dashboard	Works it out live for every active site
Show one site's rooms	Room by room. No screen asks for it.
Show a site's ratio history	The 15-minute notes. The screen that would show them asks for the wrong page, so it never works.

Personnel file

Action	What PTRS does
Show a personnel file	Eleven requirements with the status of each document
Record a document	A link, not a file. See Build a personnel file.
Show Audit Readiness	The eleven requirements across every active staff member
Show a health record	Returns an empty record rather than an error when there is none
Save a health record	Creates it the first time, updates it after

Scheduling

Action	What PTRS does
Create a shift	Optionally repeating weekly for 1 to 52 weeks
List a site's shifts	Between two dates
List a person's shifts	All of them. A date range is accepted from the screen and ignored.
Edit a shift	Also clears its confirmation
Cancel a shift	Hidden, not erased
Confirm a shift	Refused if already confirmed
Show coverage gaps	One summary that the screen cannot read. See Schedule shifts.
Find cross-site conflicts	Across the whole organisation for a date. No screen asks for it.
Save float pool membership	Adds or updates. Nothing can remove.
List the float pool

Onboarding

Action	What PTRS does
Start onboarding	Creates five tracks and thirty-one tasks
Show a person's onboarding	The newest workflow that was not cancelled
Complete a task	Ticks one task, with an optional note of up to 1,000 characters
List active onboardings	Workflows in progress or not started

Your organisation only

Every action, apart from reading the two lists that belong to no organisation (the positions and the training catalogue), first checks that your account belongs to an organisation and refuses with "Organization context is required." if it does not. Each then confines itself to your organisation's records.

Creating a staff member trusts the organisation it is told

When a staff member is created, PTRS is told which organisation to put them in and writes that down without checking it is yours. The screen always sends your own, so this cannot happen from any screen. Someone with technical access could create a staff member in another organisation. It is recorded for the PTRS team.

What some actions do in detail

Assign a position

PTRS can assign one of the eleven DELACARE positions to a person, after checking the position exists and the person meets its minimum age. Two things make this inert today. No screen asks for it; the Add Staff Member dialog shows a position list and throws the choice away. And the minimum age check only runs when the person has a date of birth on record, and nothing in PTRS records one. So even done by someone with technical access, any position can be assigned to anyone regardless of age.

The five-minute summary

The four figures on the Staff page that come from the summary are remembered for five minutes per organisation and site. Creating, updating, deactivating or reactivating a staff member refreshes them, 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, so those figures can lag by up to five minutes.

Opening a staff member

The record's credential badges are worked out from the expiry date using the 30-day window. They do not read any special status, so a credential that had been marked revoked would still show as Current here. Nothing can set that status today, so this is latent.

Listing expiring credentials

Every credential in the organisation expiring within 60 days, or already expired, with no limit on how long ago. Ordered by expiry date, so the oldest expiries come first. Each entry carries the person's name and email address.

Reactivating

PTRS has two versions of reactivate. The one in use checks nothing. The other checks for a valid background check and at least one unexpired credential and writes what it found into the audit trail without acting on it. That second version is never connected to any screen.

Coverage gaps

PTRS walks 6 am to 10 pm in half-hour slots and reports each slot where the staff on shift are fewer than required, joining consecutive slots with the same shortfall. Required staff is the children in the site's rooms divided by the strictest ratio rule, applied to the whole site. No room in PTRS ever has a headcount, so no gap is ever reported.

Messages PTRS can give you

What you see	When
Organization context is required.	Any action, when your account is not attached to an organisation
Staff member with ID '…' was not found.	The person does not exist, or belongs to another organisation
Invalid staff role: '…'.	Adding or updating a staff member with a role PTRS does not know
Invalid hire date format: '…'.	Adding a staff member with a date PTRS cannot read
Invalid credential type: '…'.	Adding or editing a credential with a type PTRS does not know
Invalid (field) format: '…'.	Any date PTRS cannot read
Credential with ID '…' was not found.	Editing, removing or verifying a credential that is gone
Invalid verification method: '…'.	Verifying with a method PTRS does not know
Staff member '…' has no position assigned for gap analysis.	Showing qualification gaps, always
An active background check already exists for staff member '…'.	Starting a check while one is open
Cannot transition from 'X' to 'Y'.	Advancing a check out of order
Background check is already in 'X' status.	Advancing a check to where it already is
Training catalog entry with ID '…' was not found.	Adding a training record for a training PTRS does not know
Personnel file requirement with ID '…' was not found.	Recording a document against a requirement PTRS does not know
Shift end time must be after start time.	Creating or editing a shift
Staff member '…' already has an overlapping shift on (date).	Creating or editing a shift
Shift '…' is already confirmed.	Confirming twice
An active onboarding workflow already exists for staff member '…'.	Starting onboarding while one is open
Onboarding task '…' is already completed.	Ticking a task twice
No active onboarding workflow found for staff member '…'.	Showing onboarding or ticking a task when there is no workflow
Staff member '…' is already active.	Reactivating someone who is active
Location with ID '…' was not found.	Coverage gaps, a site's training compliance, or ratio history for a site PTRS does not know

Actions PTRS can perform that no screen offers

• Deactivate a staff member.
• Assign a position.
• Edit a training record.
• Find cross-site scheduling conflicts across the organisation.
• Show one site's rooms for ratio compliance.
• Show a site's ratio history. The screen that tries asks for the wrong page.
• Show one site's training compliance from within Staff.
• Show qualification gaps for anyone, since nobody has a position.
• Use the careful version of reactivate.

Related

• Staff fields and limits
• What happens automatically, the five nightly checks
• Roles, what each role can do across PTRS
• Read the ratio monitor