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Staff records, access and leave
The staff record is what decides who sees which children, so it is an access-control document as much as a personnel one.
For School office, HR and leadership · reviewed 23 August 2026
The 1 points where someone must decide
Everything else can be worked on in any order. These cannot move without a person.
- Programme assignmentAn account with a role → An account scoped to real students
Create the staff record
/admin/hr · /admin/users
Mrs. Johnson
Teacher
Staff record
Employment and account are one record
Anita Iyer
MYP Sciences · full time
Ravi Mehta
Primary · part time
Sunil Rao
Left 31 July
One record, so a leaver cannot keep access because a profile was archived elsewhere.
A staff profile holds the employment details and, importantly, the account that person signs in with. The two being one record is what stops a leaver keeping access because their profile was archived in a different system.
Assign programmes, and thereby access
/teacher/staff-programmes
Mrs. Johnson
Teacher
Programme assignment
What a teacher teaches is what they see
Anita Iyer
MYP Sciences · Years 7–9
Ravi Mehta
PYP · Years 3–4
New starter · S. Khan
No assignment yet
Role decides what kind of thing; assignment decides which children.
What a teacher is assigned to teach is what they can see. Assign a teacher to MYP Sciences and their student lists, risk views and observations all scope to those children automatically.
This is the step schools most often skip, and the symptom is always the same: a teacher reporting they can see too much, or nothing at all.
Gate · Programme assignment
An account with a role → An account scoped to real students
Role decides what kind of thing somebody can do; programme assignment decides which children it applies to. Without the second, a teaching account is either empty or far wider than intended.
Handle leave requests
/admin/hr
Mrs. Johnson
Teacher
Leave
Withdrawn and declined are different facts
A. Iyer · 3 days sick
Submitted 19 Aug
R. Mehta · 5 days casual
Clashes with reporting week
S. Khan · 1 day
Withdrawn by S. Khan
Leave is recorded and then decided by the office, with the request kept whichever way it goes. Teacher accounts cannot reach HR today, so a request reaches the system through the office rather than from the person taking the leave.
Cancelled is kept separate from rejected because a member of staff withdrawing a request is a different fact from the school declining it.
- Pending — submitted, awaiting a decision.
- Approved — granted.
- Rejected — declined by the school.
- Cancelled — withdrawn by the person who asked.
Close access when somebody leaves
/admin/hr · /admin/users
Mrs. Johnson
Teacher
Closing access
One action, not a checklist
Sunil Rao
Employment ended 31 July
Sessions revoked
Immediately on closure
Ending employment should end access in the same action. Because the staff record carries the account, this is one step rather than a checklist somebody has to remember on a busy last day.
Who can approve what
Designations are assigned in IB roles and are separate from the account role somebody signs in with.
| Designation | Sees | Approves |
|---|---|---|
| HR and office | Every staff record | Creating records, assigning programmes, deciding leave |
| Leadership | Every staff record | Deciding leave |
| Teacher | Nothing — HR is not open to teacher accounts today | Nothing; leave is requested through the office |
If something looks empty
A teacher cannot see HR or request leave
Correct today — HR is open to office and leadership accounts only. Leave goes through the office.
A teacher sees no students
No programme assignment. Their role permits teaching views; the assignment supplies the children.
A teacher sees the whole school
Also programme assignment — either missing, or set wider than intended.
A leaver can still sign in
The account was not closed with the employment record. They are one record precisely so this does not happen.
Still stuck?
Bring the unit you are working on. Thirty minutes with someone who has taught the programme.