Here's how we recommend managing your staff list, from inviting new staff members and setting them up with the appropriate access and permissions, to offboarding those who have left your school.
Step 1: Ensure your MIS staff list is up to date
Once you've set up Groupcall syncing, staff members will be pulled through from your MIS and appear in your staff list (My School > Staff).
This means you'll need to ensure any new staff members are set up on your MIS first. Their contact will need an email address and must be marked as a Teacher in order to sync correctly with Pupil Progress, as we do not sync support staff.
Add to your staff list manually
If staff cannot be synced from your MIS for any reason, you can add staff on Pupil Progress manually as unsynchronised staff. Within the staff list, select Add Staff and input their details. Once you select Save Changes, they'll be sent an invitation email to set up their account.
💡 While unsynchronised staff can use the platform as normal, they won't be assigned to their classes until synchronised.
Step 2: Send invitations to staff
View the Status of all staff accounts within the staff list, and Filter by status to view only those Not invited yet.
Once you're ready to invite staff, simply click the three dots to the right of a staff member and select Send Invitation Email. Let staff know they'll receive an email from Pupil Progress with a link to set up their account and access their classes.
You can also select Resend Invitation Emails at the top of the staff list to resend invites to all staff who have not yet set up their accounts.
Step 3: Assign Leaders and School Admins
We recommend assigning permission levels at the same time as sending invitation emails, so that staff can access relevant subject areas and features immediately upon logging in.
While subject areas are synced from your MIS, Groupcall cannot distinguish between teachers and leaders. This means you'll need to manually assign all Leaders of a subject area on Pupil Progress. You can do this in two ways:
Assign Leaders by subject area within My School > Subject Areas.
Assign Leaders by individual staff member within My School > Staff > Edit.
You can also set staff as a School Admin. This means they'll have access to all subjects, staff and student details, and Pupil Progress features at the school-level. To do this, click the three dots to the right of a staff member and select Upgrade to Administrator.
It's up to you which permissions you assign to each staff member, however here's what we typically suggest:
Role | Permission Level |
Senior Leadership Team (SLT) | School Admin |
SEN Leader/CO | Leader of all subjects |
Head of Year | Leader of all subjects |
Head of Key Stage | Leader of all subjects |
Head of Department | Leader of respective subject only |
Finance Manager/Admin | Finance Manager (assigned by us) |
💡 If a staff member is the head of an overarching category of subjects, you'll need to assign them as a Leader for each subject within that category (e.g. assign a Head of Humanities as a Leader of History, Geography, and RE).
Step 4: Offboard staff leavers
If any staff members have left your school, first remove them from your MIS. Once these changes are reflected in Pupil Progress, their Staff sync status will display a not syncing symbol.
You can then click the three dots to the right of an unsynchronised staff member and select either Make Inactive or Delete. Inactive users will no longer be able to log in to their account, but their details will remain on the platform if you need to reactivate them at any point. However, deleted users cannot be restored.
We recommend offboarding in bulk at the start of a new year, and also at intervals throughout the year to keep your staff list up to date ✔️