Staff

Staff are the people who work at your school — administrators, finance officers, support staff, and anyone else who needs access to Premeena. Every staff member is assigned a position, which controls what they can see and do in the system.

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Before you add staff

Make sure the positions you need already exist under Settings → Positions & Permissions. A staff member must be assigned a position when they are created, and the position determines their permissions. See Positions & Permissions if you have not set these up yet.

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How to add a staff member

1. Open the Staff page

   From your school dashboard, click Staff in the left sidebar.

2. Click “Add Staff”

   Click the Add Staff button in the top-right corner.

3. Fill in the basic details

   The following fields are required:

   • First name and Last name
   • Email — used for login and communications
   • Phone — primary contact number
   • Joining date — the date they started at the school
   • Position — determines their role and permissions (see above)

4. Add professional details (optional but recommended)

   • Employee ID — your school’s internal reference number for this staff member
   • Department — the department they belong to (e.g., Mathematics, Administration)
   • Employment type — Full-time, Part-time, or Contract
   • Qualification and Specialization — academic background

5. Set login credentials

   Every staff member who needs to log in requires a Login ID and Password.

   • Login ID — a short unique identifier (4–20 uppercase alphanumeric characters). Use the Generate button to let Premeena suggest one based on the staff member’s name.
   • Password — minimum 8 characters. The staff member can change this after their first login.

   Tip

   If you are adding staff in bulk and will share credentials separately, you can skip credentials at creation time and add them later from the staff member’s Settings tab.

6. Save

   Click Create Staff. The new staff member appears in the list immediately.

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Staff profile tabs

Once a staff member is created, click their name to open their profile. The profile is organised into five tabs:

Tab	What you can do
Profile	View and edit all personal, professional, and address details. Upload a profile photo.
Attendance	View the staff member’s attendance records.
Documents	Upload and manage documents such as contracts, certificates, or ID copies.
Badge	Generate and download the staff member’s ID badge.
Settings	Manage login credentials — add credentials if none exist, or reset the password.

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Changing a staff member’s position

You can change a staff member’s position at any time from their Profile edit page.

1. Open the staff profile

   From the Staff list, click the staff member’s name, then click Edit.

2. Find the Position field

   In the Professional Information section, locate the Position dropdown. It is grouped into Teaching Staff and Non-Teaching Staff.

3. Select the new position

   Choose the position you want to assign. If the change is within the same staff type (e.g., one teaching position to another), it applies immediately when you save.

4. Save

   Click Save Changes.

Teaching → Non-Teaching restriction

If you select a non-teaching position for a staff member who currently holds a teaching position, the system checks whether they have any active assignments:

• Timetable entries — periods in the school timetable where they are assigned as the teacher
• Section assignments — classes where they are assigned as the class or primary teacher

If either type of assignment exists, a dialog appears listing every conflict. The position change is blocked until all listed assignments are released.

Caution

To release a timetable assignment, go to Timetable and remove the staff member from the relevant period. To release a section assignment, go to Classes and change or remove the class teacher. Once all assignments are cleared, return to the staff profile and change the position.

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Adding credentials later

If a staff member was created without login credentials, go to their Settings tab and click Add Credentials. You will be prompted to set a Login ID and password.

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Resetting a password

Go to the staff member’s Settings tab and click Reset Password. Enter and confirm the new password. The change takes effect immediately.

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Bulk upload

To add multiple staff members at once, click the Bulk Upload button on the Staff list page and upload a CSV file. Premeena validates every row before saving — if any row has an error, the entire upload is rejected so you can fix and re-upload.

Note

Bulk-uploaded staff are created without login credentials. After the upload, go to each staff member’s Settings tab to add credentials, or share credentials individually.

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Employment status

A staff member’s employment status reflects their current relationship with the school:

Status	Meaning
Active	Currently working; has full access according to their position
On Leave	Temporarily away; account remains active
Resigned	Has left the school; account access is removed
Terminated	Employment ended by the school; account access is removed

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Who can manage staff?

Action	Required permission
View staff list	staff:list
View a staff profile	staff:view
Add or bulk-upload staff	staff:create
Edit a staff member	staff:edit
Delete a staff member	staff:delete

Permissions are granted through positions. If you cannot see the Add Staff button, ask your school owner to check your position’s permission set under Settings → Positions & Permissions.