Transcript below:

Managing Staff on the Halo Sign-in System. This video applies to all versions of the App

To begin, tap the settings cog in the upper left-hand corner. Enter your username and password or scan your Admin Card to access the Settings.

Now navigate to Staff Overview from the left-hand menu.

To View and change information on a staff member just tap their name from the list of staff. From this screen, you can change things like their name, email address and role. You can also see their unique QR Code badge and share it digitally by tapping Export Single Badge or Export every staff member’s badge by tapping Export All Badges. Safeguarding or Health and safety information can also be amended here. This is covered in a separate video titled Safeguarding/Health and Safety Settings which is linked in the description.

All of the buttons across the top of this page such as App Administrator and Emergency Nominee are covered later in the video.

If someone has left and needs to be removed from the system change "Employed" from yes to no.

Tap the Back button in the top left corner to return to Staff Overview.

To add a new staff member tap the Add Staff Record button. Enter their name and press next. You now have 4 options to choose from. Let's cover each one off quickly.

Emergency Contact means the staff member will receive a digital report when the emergency button is pressed.

App Administrator means that this staff member's QR Code will give them access to the settings area in the same way that the main admin card does

Show in Staff List means their name will be visible under the Sign In button for Staff.

Finally, “Show in Visitor List” means that this staff member's name will be selectable by visitors to choose who they are there to see when signing in.

Tap next when you're done with this screen.

Choose a suitable Post Title for this staff member. If the staff member will need to receive any reports from the system or they want to receive notifications when a visitor has arrived to see them, enter their email address here.

This page shows a customisable "group" option. It's only applicable when using additional references for staff such as departments to categorise them. In most cases, this will not be used but if you are using it, enter the correct group here. Tap next to continue.

The next page automatically assigns a badge number to the staff member. If you already have printed badges and want to assign a specific badge number to the staff member just choose it from this list. Tap Accept to complete the process.

The new staff member's information will be automatically shown on screen. Press the X to close this window.

You can customise the look of the Staff Overview page to suit your needs. On the right-hand side of the page, you can see 7 green and grey icons. Turn each of these options on or off for each staff member by tapping on them.

Let's have a look at what these icons represent. In the top left-hand corner, there is another settings cog icon. Tap on this to access the Staff Overview Settings. Here you can see each icon and what they represent. 4 of these are the settings we covered earlier, App Admin, Emergency Nominee, In Staff List and In Visiting List so we won't go over these again.

The other options are:

Receive Exports. This means this person will receive email exports from the System.

Safeguarding/Health and Safety Officer allows this person to be added to the Safeguarding/Health and Safety notice.

Visitor Notification, when enabled this option sends an email notification to this staff member when a visitor signs in and says they are there to meet with them.

These options all correspond to the switches across the top of each staff member’s information page we looked at earlier.

Unticking any of these options won't disable them, just hide them from this view so that you can customise it more to your liking.

Below Visitor Notification is the Badges option. This will replace the icons with a list of each staff member’s badge.

Edit Employed allows you to quickly mark multiple staff as Not Employed if they have left and should no longer be included on the Sign-in System. Note that their information will be retained in line with your Data Retention policy set in Settings > GDPR Settings.

Edit Staff Order allows you to move staff members up and down in the Staff Overview list. As a side note, Staff names can be arranged in different ways in a couple of different areas within the App.

Let's Navigate to Settings > Staff > Staff Naming Settings and this allows you to change how staff names are displayed in different areas of the app. The first option of Manual Sign in/Out options controls how staff names are displayed under Staff Sign in or Sign Out buttons on the main page. Staff Arriving / Leaving Message Options changes how a staff member’s name is shown during the Welcome or Leaving message. Visitors Selecting who they are Visiting options control how staff members’ names are shown to visitors when they are signing in.

These names can be organised alphabetically by Last name or First name. If any of these are set to the Organised, like they are here option they will reflect the order of the names in the Staff Overview Settings.