Add a staff member

By the end of this you will have a staff record in the directory, an onboarding workflow with thirty-one tasks running against it, and a clear picture of what that record can and cannot do. Doing it once is worth more than reading about it, because three fields on the form behave differently from how they read.

In this walkthrough you are Tom Bradley, site director at the Claymont club, and Denise Okafor starts on Monday.

What you need before you start

• A sign-in as a staff member, site director, regional director, organisation administrator or super admin.
• The site Denise will work at, already set up under Centers.
• Her email address. It is required, and it is the address every automated staff alert would be sent to, if any were sent.
• Her hire date.

You do not need her date of birth, phone number or position. The form does not ask for the first two, and throws away the third.

Step 1: open the directory

Open Staff. You land on Staff Management with six figures above a search box and a table.

Checkpoint

You see Total Staff, Active, Expiring Credentials, Expired Credentials, Pending BG Checks and a Training figure as a percentage. If the training figure is missing, that part of the page failed to load and the page does not say so. Reload.

Step 2: open the form

Press New Staff at the top right. The dialog is headed Add Staff Member, subtitled "Add a new staff member to the organization."

Step 3: fill in the six fields that are saved

Field	Enter	Rule
First Name	Denise	Required, up to 100 characters
Last Name	Okafor	Required, up to 100 characters. The directory sorts on this.
Email	Her work address	Required, and must look like an email address
Role	One of six	Required. See below. This is not a permission.
Location	Claymont	Required. The list offers your organisation's sites.
Hire Date	Monday's date	Required

The Role list offers six roles: Site Director, Staff, Program Coordinator, Admin, Youth Development Professional and Administrative Assistant.

Role here is a label, not access

The role on a staff record and the role on a sign-in account are two separate things that happen to share names. Setting this to Admin grants nothing. What a person can do in PTRS comes from their sign-in account, which is set up under Administration and is not touched by this form.

Step 4: ignore the Position Type list

Below Hire Date the form shows Position Type, listing all eleven DELACARE positions. Whatever you choose here is thrown away. No screen in PTRS assigns a position to anyone.

Leave it alone. Nothing depends on it, and choosing one will make you believe a position was recorded when none was.

Checkpoint

Every field with a red asterisk is filled in. PTRS checks the form when you press the button, not as you type, so a bad email address is reported only after you submit.

Step 5: create the record

Press Create Staff Member. A message reads "Staff member created" with a Start Onboarding button beside it.

Checkpoint

Denise appears in the table. Total Staff and Active have each gone up by one. Creating a staff member refreshes those figures straight away, which not every change does.

Step 6: start onboarding while the message is up

Press Start Onboarding on the message. A second message reads "Onboarding initiated".

Do it now, because the message is the shortest route. The only other way is to open Denise's record, go to the Onboarding tab and press Start Onboarding there.

Starting onboarding creates five tracks and thirty-one tasks at once:

Track	Tasks	First due
Background Check	8	ECE portal application, day 3
Credentialing	4	DEEDS account, day 7
Training	7	CPR, First Aid, CACFP, Civil Rights and mandatory reporter, day 30
HR Admin	9	Signed offer letter, today
Health	3	TB test, day 30

Due dates count from today, so starting late squeezes the schedule. There is no way to change a due date or the task list. The screen shows the track names without spaces.

Checkpoint

Open Denise's record, then the Onboarding tab. You see five track columns, a progress figure of 0.0%, and a red banner reading Cannot Start Work: "Gate-blocking requirements must be completed before this staff member can begin working."

That banner is correct, and it is advice only. Nothing in PTRS acts on it. See the onboarding how-to.

Step 7: look at what the record now shows

Open Denise from the table. Six tabs: Credentials, Background Checks, Training, Personnel File, Schedule and Onboarding.

For a brand-new record, each reads:

Tab	What you see
Credentials	Empty. No Qualification Gaps card, because it needs a position and none was saved.
Background Checks	"No background checks"
Training	An empty list, and a panel reporting 15 missing. That is correct: fifteen of the sixteen catalogue entries are mandatory and Denise has none of them yet.
Personnel File	Eleven requirements, all Missing, completeness 0%.
Schedule	"No shifts scheduled"
Onboarding	Five tracks, 0 of 31.

What you now have

A staff record that can hold credentials, background checks, training records, personnel documents and shifts, with an onboarding workflow running against it. The audit trail has one entry: "Staff member 'Denise Okafor' was created".

Try it

Try to give Denise a shift from Staff, then Shift Scheduling, pressing Create Shift before you touch the site list at the top. PTRS accepts it. Her onboarding board still says Cannot Start Work. That is the gap this whole part of PTRS asks you to cover by hand.

What this does not do

Four things you would reasonably expect, and do not get.

No login is created

Denise cannot sign in to PTRS. No sign-in account is created, no invitation is sent, and nothing links this record to an account created later under Administration. The same person will exist twice, with no field connecting the two.

No position is recorded, so no qualification check can run

Covered in step 4. The Qualification Gaps card, which would check CPR, First Aid, background check, and medication and DEEDS certificates where the position needs them, needs a position and never appears for anyone.

The site is not checked

The form only offers real sites, so this cannot happen from the form, but PTRS does not check that the site exists. Someone with technical access can create a staff member at a site that does not exist, and the directory then shows them under a blank site.

Nobody is told

No email, no notification, no message to the site director. If someone needs to know Denise is starting, tell them.

When PTRS refuses

What you see	What it means	What to do
Invalid staff role: '…'	The role was not one of the six.	Use the list; it only offers valid roles.
Invalid hire date format: '…'	The date could not be read.	Use the date picker.
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.
The form closes and nobody appears in the table	The dialog closes whether or not PTRS accepted the record. A refusal appears as a red message behind it.	Open New Staff again and check the email address first. It is the field most likely to fail.

Next

• Record a credential, starting with CPR and First Aid
• Record a background check, the first thing that should actually happen
• Build a personnel file
• Work an onboarding workflow