Overview

The Staff Fields feature in openSIS allows institutions to customize and manage the information collected and displayed within Staff Profiles.

Administrators can:

• Organize staff information into categories
• Create custom fields
• Enable or disable fields
• Configure required fields
• Control field visibility
• Standardize staff data collection

This flexibility allows institutions to adapt staff profiles to meet their operational, academic, and human resource requirements.

Accessing Staff Fields

To access Staff Fields settings:

Settings > Staff Settings > Staff Fields

The screen displays:

• Staff field categories
• Configured fields
• Field types
• Usage status
• Field management options

What Are Staff Fields?

Staff Fields are the individual data fields used throughout staff records and profiles.

Examples include:

• First/Given Name
• Staff ID
• Alternate ID
• Address Information
• Certification Information
• Vehicle Information

Institutions can also create custom fields to collect additional staff-related information.

Staff Field Categories

Staff information is organized into categories for easier management and structured profile organization.

Examples:

• General Info
• School Info
• Address & Contact
• Certification Info
• Staff Vehicle

Administrators may also create custom categories based on institutional requirements.

How Categories Are Used in Staff Profiles

Staff Field Categories determine how information is organized and displayed within Staff Profiles.

Each category appears as a separate section within the staff profile, helping administrators and staff members view related information in a structured and organized manner.

For example:

• General Info may contain identification details.
• School Info may contain employment-related information.
• Certification Info may contain professional credentials.
• Staff Vehicle may contain transportation-related information.

Default and Custom Fields

Default Fields

openSIS includes predefined staff fields commonly required for staff management.

Examples include:

• Name information
• Staff identification
• Contact details
• Employment-related information

Some default fields are system-dependent and may always remain available.

Custom Fields

Administrators can create custom staff fields to collect institution-specific information.

Examples:

• Professional License Number
• Parking Permit Number
• Emergency Contact Preferences
• Additional Certifications
• Department-Specific Information

Custom fields allow institutions to tailor staff records to their needs.

Staff Field Types

openSIS supports multiple field types, including:

• Text
• Number
• Date
• Dropdown
• Checkbox
• Multiple Select
• Text Area
• File Upload

Different field types help institutions collect information accurately and consistently.

Field Visibility and Usage

Administrators can control whether staff fields are:

• Visible
• Hidden
• Required
• Enabled for use

The In Use option determines whether the field is actively available within Staff Profiles.

This allows institutions to simplify staff records and eliminate unnecessary information collection.

Why Staff Fields Are Important

Staff Fields help institutions:

• Standardize staff records
• Organize employee information
• Track certifications and credentials
• Support reporting requirements
• Improve staff profile management
• Collect institution-specific information

Proper field configuration improves both data quality and administrative efficiency.

Best Practices

• Organize fields into logical categories.
• Use clear and descriptive field names.
• Avoid duplicate information.
• Use appropriate field types.
• Review custom fields periodically.
• Keep staff profiles organized and relevant.