Register and invite teachers

You can register teachers one at a time from the Staff directory (職員一覧), or several at once from an Excel file with Staff bulk registration (職員一括登録). Registering a teacher creates a login account and sends the teacher an invitation email to set a password. Administrators with role management can also give roles other than Teacher (such as Academic administrator, Registrar or Finance). Without a role, people are registered as Teachers.

Invitation links open at the school where the staff member was registered. Staff belonging to several schools complete the invitation at the inviting school.

Register one teacher

1. Open the Staff directory (職員一覧) and press Add staff member (職員を追加). The form has three steps: Basic details (基本情報), Department and employment (所属・雇用) and Licences and qualifications (免許・資格).

2. In Basic details, enter the family and given name (in kanji and katakana) and the email address, then press Next (次へ). The email address is used as the login ID and as the address the invitation is sent to. The name in romaji and the phone number are optional.

3. In Department and employment, enter as needed the roles (役割), the employee number (社員番号, optional), the main department, position, specialty and whether the teacher is full-time, then press Next (次へ). Roles appear only for administrators with role management; with several roles, the first one chosen is the main role.

4. In Licences and qualifications, optionally press Add licence or qualification (免許・資格を追加) to enter a teaching licence or other qualification. Check the details, make sure Send invitation email (招待メールを送信する) is ticked, then press Register (登録する).

You can move between steps at any time, even before filling everything in, with Next (次へ), Back (戻る) or the step names at the top. When you leave a step that is missing required information, the step at the top shows how many items need checking (要確認), and a message appears next to each field. If anything is still missing when you press Register (登録する), nothing is registered and you are taken to the first field that needs attention. Detailed employment information such as employment type and start date, and training records, are entered on the teacher's page after registration.

If you register a teacher without sending the invitation, you can send it later from Accounts waiting for activation (有効化待ちのアカウント) in Invitations (招待管理) by pressing Send invitation (招待を送信). If the message "The invitation email could not be sent" (招待メールを送信できませんでした) appears after registration, also resend it from Invitations. If a message says that licences or qualifications could not be saved (免許・資格を登録できませんでした), add them on the teacher's page.

Register office staff

Administrative, finance, admissions, registry, facilities and similar staff are registered from Office staff (事務職員). People who teach are registered as teachers with the steps above.

1. Open Office staff (事務職員) and press Add office staff (事務職員を追加). Only administrators with role management see it.

2. In Basic information, enter the name and email address.

3. In Affiliation and employment, choose at least one duty under Roles; with several, the first one chosen is the main duty. Enter the employee number, office and job title if needed.

4. In Licenses and qualifications, enter qualifications such as bookkeeping (optional), then press Register.

After registering, press the name to enter the employment type, employment status, duties, emergency contact and training history. Duties are changed on the same page.

To register many at once, use Bulk import (一括インポート) in Office staff (事務職員) to download its template and follow the same steps as Register teachers in bulk below. The office staff template requires the duty (役割) column and has an office column. If Add staff (職員を追加) in the Staff list is given only non-teaching duties, the person is registered as office staff.

Change roles and departments after registration

1. In the Staff directory (職員一覧), click a name to open the staff page.

2. Under Roles (役割), press Change roles (役割を変更), tick the roles to give and press Save (保存). A role you remove stops working for that person from their next action. Staff with several roles choose the role after signing in, from the organisation switcher.

3. Under Departments (所属学科), press Change departments (所属学科を変更), tick the departments, choose the main one and press Save (保存).

Register teachers in bulk

1. Open Staff bulk registration (職員一括登録) and press Download Excel template (Excelテンプレートをダウンロード).

2. Fill in the template. Family and given name (in kanji and katakana) and email address are required. The employee number is optional. Choose the department code from the drop-down list. The role (役割) column is optional and blank means Teacher; separate several roles with 、 and the first is the main role (roles other than Teacher need an administrator with role management; Administrator cannot be given). Rows with only non-teaching roles are errors.

3. Choose the file and press Check contents (内容を確認). Nothing is registered at this point.

4. Check for rows with errors, then press the register button. Rows with errors are not registered; only rows without problems are registered and sent invitation emails. If an invitation could not be sent for any row, this is shown in the results; use Resend (再送) under pending invitations in Invitations (招待管理).