Staff Members#

Staff Members are synced from SIMS if you have any module enabled.

What Data is Imported?#

The following details from the staff member are imported, they are imported as a user.

  • Forename - Mapped to forename.

  • Gender - Mapped to gender.

  • Home Address - A single address with the type “H” (meaning Home) is mapped to the address field.

  • Home Postcode - The postcode matching the address is mapped to the postcode field.

  • Home Telephone - A single telephone with the type “H” (meaning Home) is mapped to the telephone field.

  • Initials - Mapped to the School Identifier field.

  • Mobile Telephone - A single telephone with the type “M” (meaning Mobile) is mapped to the mobile number field.

  • Person ID - Mapped to Third Party ID.

  • Personal Email Address - A single email address with the type “H” (meaning Home) is mapped to the personal email address field.

  • Preferred Email Type - Mapped to the email type communication preference.

  • Preferred Telephone Type - Mapped to the telephone type communication preference.

  • Surname - Mapped to surname.

  • Title - Mapped to title.

  • Work Email Address - A single email address with the type “W” (meaning Work) is mapped to the work email address field.

  • Work Telephone - A single telephone with the type “W” (meaning Work) is mapped to the work telephone field.

Important

When a staff member ceases to be a current employee at the school their account will be disabled the next time the sync tool runs. This will not clear any personal data (or any data) from the system but will disable their login so that they can no longer access the schools systems. That means it’s important that your SIMS configuration accurately represents your current staff roster at all times. (If the staff member is also a contact of a student, their account will be left active and the staff role removed)

Important

A users preferred contact methods are only imported once (when the account is first created) this is because the user can update their preferred contact method directly and therefore the one stored in SIMS would be incorrect. In an upcoming release we will update this preference in SIMS as well allowing both systems to remain in sync.

Tip

Gender is only mapped if a matching gender can be found. If a gender with a matching name isn’t found, the gender is not added to the user.

Tip

If a user has multiple home addresses in SIMS, the one with the most recent “Start Date” is mapped. Any other addresses are ignored.

Tip

If a user has multiple home, work or mobile telephone numbers in SIMS. A single one is selected using the following criteria:

  1. The telephone marked as “Primary”.

  2. The telephone marked as “Main”.

  3. The first telephone in the list.

Tip

If a user has multiple home or work email addresses in SIMS a single one is selected using the following criteria:

  1. The email address marked as “Primary”.

  2. The email address marked as “Main”.

  3. The first email address in the list.

Tip

A users email preference is determined using the following criteria:

  1. The type of the “Primary” email address if present

  2. The type of the “Main” email address if present.

  3. A default of “Personal” is assigned.

(Users can update this via their My Account section.

Tip

A users telephone preference is determined using the following criteria:

  1. The type of the “Primary” telephone if present

  2. The type of the “Main” telephone if present.

  3. A default of “None” is assigned (meaning the school staff will determine the number to call if contact is required).

(Users can update this via their My Account section.

Tip

Title is only mapped if a matching title can be found. If a title with a matching name isn’t found, the title is not added to the user.

What Records Won’t be Imported?#

There are certain circumstances where a record won’t be imported. These are generally rare and are usually caused by some required data not being present on the record in SIMS.

The likely scenarios for a record failing are:

  • No Forename - Required in all cases.

  • No Email Address - Required in all cases. The user must have at least one email address (it should be marked as primary too).

  • No Initials - (When the school have chosen to use the staff members initials as their username, they must be present for a user to sync successfully).

  • No Surname - Required in all cases.

Tip

We produce an output of the records that error so that you can see them and their errors. Allowing you to fix them and sync them successfully. These errors are also sent to us so that you can view them online.

Common Reasons for Failure#

Even when items pass the on site checks listed above there are still some reasons that they may fail to import successfully. The common reasons that we have identified are listed below:

  • Username already in use - When creating a new user, if the username is already in use the record won’t be imported.

Permissions#

The following SIMS permissions are required for the sync to complete successfully:

  • All People -> Address Details -> View (All)

  • Staff -> Basic Details -> View (All)

  • Staff -> Employment Details -> View (All)

  • Staff -> Record -> View