Manage employment

Users must have an employment record to have a staff, teacher, dorm group supervisor, adviser, nurse, or coach role. A platform manager configures which users are employed by the school. You can manually assign these roles by editing a user's profile in Core.

If you enter employment for a Future date and time, the changes will appear as "Pending" after you Save.

  1. From Core, use the People finder to choose the individual you want to work with and then select the Access tab.

  2. From the Access tab of the user's profile, find the Employment tile and then select Edit employment.

  3. For General, you'll enter basic information about the employee's access.

    1. Determine when the employment should begin: Immediately or a Future date and time.

    2. Enter a Date appointed for Tenure. This doesn't affect the user's access. It only affects reports and directories. This information appears in affinity categories.

    3. If you know when employment should end, enter Withdraw date and time. When employment is withdrawn, the user's roles are updated to "Past" versions, so they no longer have access to current roles.

      By default, they still have access to login. For example a Past Teacher might remain involved in a community group.

      If the user shouldn't login, even using their "Past" role access, select Disable user's account.

      To withdraw past employees from their groups, go to the Groups tab of the user's Core profile. Some groups may also need new leaders.

    4. Chose whichEmployee roles to give the user. The roles available may vary based on the capabilities installed for your school.

    5. Choose the School levels the employee is associated with. The school level can impact which official notes faculty can see.

  4. On the next tab, select which academic and non-academic Departments the user belongs to.

    For each select, determine whether the user is a Member or Chair.

    This adds the employee to the faculty directory and affects course recommendation access.

  5. On the next tab, select which Grade levels the user is associated with.

    This also adds user to faculty directory and but does not affect user's access to student information

  6. If Athletics is installed, then you'll use the final tab to select which Sports the user is associated with. They're organized by seasons.

    This adds user to school website athletic faculty directory. The user will still need the a coach or trainer security role to manage athletic teams.

  7. Select Save.

Platform managers can edit employment for users. For example, you might change which the roles, departments, grade levels, or sports associated with an employee as their career grows.

  1. From Core, use the People finder to choose the individual you want to work with and then select the Access tab.

  2. From the Access tab of the user's profile, find the Employment tile and then select Edit employment.

  3. Enter your changes.

    If you enter employment changes for a Future date and time, the changes will appear as "Pending" after you Save.

  4. Select Save .

See withdraw employees.

Platform managers can withdraw employees.

Withdrawing employees moves the user to the Past Teacher or Past Staff role so they no longer have current teacher or staff access. However, they can retain access to login or even lead community groups.

If an employee still works at your school, but their job title or responsibilities have changed, update their roles instead of withdrawing them.

  1. From Core, use the People finder to choose the individual you want to work with and then select the Access tab.

  2. From the Access tab of the user's profile, find the Employment tile and then select Edit employment.

  3. For General, you'll enter basic information about the employee's access.

    If you know when employment should end, enter Withdraw date and time. When employment is withdrawn, the user's roles are updated to "Past" versions, so they no longer have access to current roles.

    If the user shouldn't login, even using their "Past" role access, select Disable user's account.

    By default, they still have access to login. For example a Past Teacher might remain involved in a community group.

    To withdraw past employees from their groups, go to the Groups tab of the user's Core profile. Some groups may also need new leaders.

  4. Enter any additional changes.

  5. Select Save .

See withdraw employees.

When a user has an employee/volunteer role ( and their employment is withdrawn, their user is automatically assigned a “Past” version of the role, even if their login access is disabled.

You can remove these “Past” roles. You'll most likely do this onboarding and offboarding of employees, when troubleshooting or testing, or while performing data cleanup. For example, you can correct a user's employment history or remove access that might be lingering from the past employee/volunteer roles’ tasks.

Platform managers (and other users with access to manage roles) can do this from Core, Security, Roles. Find the past role in the list and select the # of members on its row. Next, select Members and find the user in the list. Then select More (...), Remove, and confirm the change. For details, refer to security roles and tasks.

When you remove a user’s membership from a past employee/volunteer role, a record of their previous access is saved to the user’s role history.

This also enables an admin to change a specific part of the employment without undoing all the employment changes.

See withdraw employees.

If an employee still works at your school, but their job title or responsibilities have changed, update their roles instead of withdrawing them.

  1. Select Core.

  2. Select Users.

  3. Select Withdraw employees.

  4. Select the users who no longer work for the school or who won't return next year.

  5. Select Next.

  6. For each employee, select whether they should be withdrawn Immediately or whether the change should be Effective at a later date and time.

    Use the Default row to select settings for all employees in the list.

  7. If users should no longer login, select Remove access.

  8. Select Save & exit.

See withdraw employees.

When a staff member departs your school, disable the former employee's account on your Identity Provider IdP.

This makes the email address unavailable to the former employee and the account can be completely deactivated in the future.

However, for some situations, you may not want to disable the account, but rather change the password, such as if you need the replacement staff to have ongoing access to the departed user's inbox. This is acceptable as long as the former user did not link any other organizations to the Blackbaud ID account.

See Troubleshooting Blackbaud ID.

By default, past teachers and past staff retain access to their groups. Remember to withdraw employees from groups when they leave your school. From Core, use the People finder to go to a teacher's user profile . Then select Groups and edit the members list for each group. Some groups may also need new leaders.