Overview

openSIS allows administrators to control which staff fields are actively used within Staff Profiles.

By enabling, disabling, hiding, or requiring specific fields, institutions can customize staff records to match their operational and human resource requirements.

This helps:

• Simplify data entry
• Reduce unnecessary information collection
• Improve profile usability
• Maintain clean and organized staff records

Accessing Staff Fields

To manage staff field visibility and usage:

1. Navigate to:
   
   

   Settings > Staff Settings > Staff Fields
2. Select the category containing the field.
3. Locate the field you wish to modify.
4. Open the field settings using the edit option.

Understanding Field Visibility Options

Staff fields can be configured using several control options.

These settings determine how the field behaves throughout Staff Profiles and staff management workflows.

In Use

The In Use setting determines whether a field is actively available within Staff Profiles.

Enabled

When enabled:

• The field appears in Staff Profiles.
• The field can be used during data entry.
• Information can be collected and maintained.

Disabled

When disabled:

• The field is no longer actively used.
• New data entry may be restricted depending on the configuration.
• Existing data remains stored unless the field is deleted.

This option is useful when a field is no longer required but historical information must remain available.

Hide

The Hide setting controls field visibility.

Enabled

When enabled:

• The field is hidden from normal display.
• Existing data remains stored.
• Staff records retain historical information without displaying the field.

Disabled

When disabled:

• The field remains visible to authorized users.

This option is commonly used when information is temporarily no longer needed.

Required

The Required setting determines whether users must complete the field before saving a staff record.

Enabled

When enabled:

• The field becomes mandatory.
• Users cannot save the record without entering a value.

Disabled

When disabled:

• The field becomes optional.

Examples of commonly required fields include:

• Employee Identification Number
• Certification Number
• Employment Type
• Department Assignment

All Schools

The All Schools option is available in multi-school environments.

Enabled

The field becomes available across all schools within the institution setup.

Disabled

The field remains available only within the current school configuration.

This helps institutions maintain consistent staff information standards across multiple campuses.

Editing Existing Field Settings

To modify a field:

1. Locate the field.
2. Click the edit icon.
3. Update:
   • In Use status
   • Hide setting
   • Required setting
   • All Schools setting
4. Save the changes.

The updated configuration takes effect immediately.

Common Use Cases

Temporarily Hiding a Field

An institution may discontinue collecting vehicle information for a period of time.

Instead of deleting the field:

• Enable Hide
• Preserve existing staff information

Making a Field Mandatory

An institution may require all staff members to provide certification details.

Enable:

• Required

to ensure the information is collected consistently.

Standardizing Fields Across Schools

District administrators may wish to maintain the same staff data structure across multiple schools.

Enable:

• All Schools

to make the field available throughout the institution.

Benefits of Managing Field Visibility

Proper field management helps institutions:

• Keep Staff Profiles organized
• Improve data quality
• Reduce user confusion
• Maintain reporting consistency
• Simplify employee record management

Best Practices

• Hide or disable fields instead of deleting them when historical data should be retained.
• Make fields required only when necessary.
• Review staff field usage periodically.
• Keep Staff Profiles simple and relevant.
• Standardize important fields across schools when reporting consistency is required.