Staff Accounts Search
This article provides information on the Staff Accounts Search tool, including each of the filter options available, and using the Site and Service filters relevant to where Staff Members work.
Limited information is displayed onscreen in the List results, however, the downloadable 'Staff Records' CSV file contains a broad range of information related to each of the search criteria.
Possible uses of this Search are also outlined, along with how to send a bulk email to all Staff listed in the results.
It is important to note that the available search criteria and the results returned from this Search are dependent on the level of access the person generating the Search has to Staff Accounts, i.e. all Staff globally across the organisation or only Staff working at a specific Site/Service.
Privileges:
- 'Edit User Accounts'; or
- 'Human Resources' at the Site/Service or global level or
- 'Team Leader' at the Site/Service or global level
Audience: HR Specialist, Team Leaders, or anyone tasked with managing Staff
Summary
Click on the links below to take you to the relevant sections of this article:
- Purposes of this Search
- Where is the Staff Account Search accessed?
- Search Criteria
- Search Results List
- Email all Staff Members in this list
- Download Staff Records
Purposes of this Search
The Staff Accounts Search may be helpful for a variety of purposes in identifying Staff with specific attributes as outlined below.
Bulk Communications to Staff who work in specific Site/Services
An example of when this Search may be useful is when an organisation wishes to identify Staff who work for a specific Site or Service for the purpose of sending bulk communications to that group of Staff.
The 'Services', 'Sites', 'Sites/Services' or 'Primary Site' filters can be used to select the relevant Sites and/or Services for this purpose:
Refer to the 'Site and Service Filters' section below for information on using these filters.
Once the List results have been generated, select 'Email all Staff Members in this List' from the Actions menu:
This will redirect you to your usual email program (e.g. Outlook, Gmail etc) with the Staff Account Email addresses (as listed in their Staff Accounts) prepopulated in the Bcc address section of the email.
More information on this can be found in the 'Email all Staff Members in this list' section in this article.
Multi-Factor Authentication
If your organisation has a policy for Staff to use multi-factor authentication for accessing SupportAbility, you may wish to search for those Staff who do not yet have this functionality 'Activated' in their Staff Account. Selecting 'Deactivated' in the 'MFA Status' search filter will return a list of Staff who meet this criterion:
More information on multi-factor authentication can be found in the Multi-Factor Authentication (MFA) in SupportAbility article linked below for reference.
Staff Tags
If your organisation is using Staff Tags, you may wish to search for Staff whose Staff Account has been tagged with a specific attribute, for example, if one of your Services was planning to run a camp you may want to identify staff who are trained in facilitating this type of activity:
Human Resources
A range of HR-related search criteria is available in the Staff Accounts Search for Staff with the related 'Human Resources' privilege.
Staff with this access may wish to filter the Search by a specific HR criterion. For example, assuming your organisation is entering this information in Staff Accounts, you may wish to identify Staff whose 'Contract Renewal' or 'Appraisal Renewal' is approaching in the upcoming month. The relevant dates can then be entered in the related filters of the Search:
Emergency Contact filter
Staff require a valid Emergency Contact to be set in the Contacts tab of their Staff Account. A first name and phone number is required as a minimum:
If a valid Emergency Contact has not been entered, an Incomplete Staff Member warning will be displayed at the top of the relevant Staff Account.
The Staff Account Search is a useful tool for identifying those Staff members whose Staff Account does not contain a valid Emergency Contact.
The relevant search criteria here is the 'Has Emergency Contact' filter:
Setting the filter to 'No' will return a list of those Staff Members who do not have an Emergency Contact entered in their Staff Account, or who have an Emergency Contact name entered, but with incomplete details e.g. a phone number.
Setting the filter to ‘Yes’ will return a list of Staff who have a valid Emergency Contact (minimum data set i.e. name and phone number) listed in their Staff Account.
Where is the Staff Account Search accessed?
The Staff Account Search is accessed via the Dashboard menu:
Staff require one of the following privileges in order to see 'Staff Accounts' listed in the Dashboard menu and access this Search:
- 'Edit User Accounts'; or
- 'Human Resources' at the Site/Service or global level or
- 'Team Leader' at the Site/Service or global level
Search Criteria
The Staff Account Search can be filtered by a wide range of search criteria, however, the filters that display for use are dependent on the privilege/s the Staff Member generating the search has, and subsequently the related information the privilege grants them access to.
Staff with the 'Team Leader' privilege only have access to the following search criteria:
Staff with the 'Edit User Accounts' privilege have access to the same search criteria as those with the 'Team Leader' privilege, plus some additional filters such as 'Username', 'Has a username set', and 'MFA Status':
Staff with the ‘Human Resources' privilege have access to a broader range of search criteria, as shown below, however, they do not have access to the 'Username', 'Has a username set', and 'MFA Status' filters:
To access the full list of search filters Staff require the 'Human Resources' privilege in combination with the 'Edit User Accounts' privilege:
- First name
- Last name
- Username
- Has a username set - options include '-', 'Yes', 'No'
- Staff Account Email address
- Has a Staff Account Email address: - options include '-', 'Yes', 'No'
- MFA Status - this is the Multi-Factor Authentication Status for individual Staff Accounts. Options include '-', 'Activated', 'Deactivated'. This filter is only visible to Staff with the 'Edit User Accounts' privilege.
- State
- Gender - options include 'Female', 'Male', 'Transgender', 'Intersex'
- Services - all Active and Inactive Service options will display in the search filter, however, the results returned will be relevant to the Service the person performing the search has access to.
- Sites- all Active and Inactive Site options will display in the search filter, however, the results returned will be relevant to the Sites the person performing the search has access to.
- Site/Services - a specific Active Site/Service combination may be selected here. The results returned will be relevant to the Site/Services the person performing the search has access to.
- Primary Site - all Active and Inactive Site options will display in the search filter, however, the results returned will be relevant to the Sites the person performing the search has access to. This relates to the Site selected as 'Primary' in the 'Sites and services where this staff member works' section of a Staff Account.
- Tag - the list of options available for selection are the Tags created for Staff in System Preferences
- User is Active - options include 'All Staff', 'Active Staff Only', 'Inactive Staff Only'
- Has Emergency Contact - options include '-', 'Yes', 'No'
- Age From/To - as calculated based on the 'Date of Birth' entered on the Human Resources tab of a Staff Account
- Start Date From/To - as entered on the Human Resources tab of a Staff Account
- End Date From/To - as entered on the Human Resources tab of a Staff Account
- Volunteer: options include '-', 'Yes', 'No'. As selected on the Human Resources tab of a Staff Account
- Employment Type: as per the list options configured in System Preferences::Lists:: Staff:Employment Type and set on the Human Resources tab of a Staff Account
- Contract Renewal Date From/To - as entered on the Human Resources tab of a Staff Account
- Appraisal Renewal Date From/To - as entered on the Human Resources tab of a Staff Account
Site and Services Filters
Searching for Staff relative to the Sites and Services where they work, as itemised in their Staff Account, can be filtered in a number of ways:
Staff who work in specific Service/s at any Site/s
To search for Staff who work in specific Service/s at any Site select the relevant Service option/s in the 'Services' filter:
Staff who work at specific Site/s including all Services at a Site
To search for Staff who work at specific Site/s including all Services at those Sites, select the relevant Site option/s in the 'Sites' filter:
Staff who work in a specific Site/Service combination
To search for Staff who work in a specific Site/Service combination, select the relevant Service@Site option/s in the 'Sites/Services' filter:
Staff who have specific Sites selected as their Primary Site
To search for Staff who have specific Site/s selected as their Primary Site, select the relevant Site option/s in the 'Primary Site' filter:
Once the Sites and/or Services have been selected and the selection window has closed, the number of Services and Sites which have been selected will be displayed for each filter:
Search Results List
The Staff Account Search is responsive to the access privileges the user performing the search has been granted in their Staff Account, as follows:
- the Sites and Services itemised where they work
- any additional privileges granted at the Site/Service level
- any global Security Privileges
This means that both the selectable options in the Search criteria and the List results generated by the Search are restricted to the Staff information which the user has access to.
Once the Search has been generated the results are displayed onscreen as follows:
The Search criteria may be minimised if required by selecting the arrow between the Search criteria and the List results:
The total number of Staff Accounts returned from the Search is displayed at the top of the List results:
The onscreen results display a limited number of columns of information as follows:
- User Name
- Active
- Job Title
- Work Mobile Number - While the 'Human Resources Details' section on the 'Human Resources' tab of a Staff Account displays three phone numbers for the Staff Member; 'Home Phone', 'Personal Mobile Number,' 'Work Mobile Number'; only the 'Work Mobile Number' is displayed in the Search results.
- Staff Account Email Address
More information about each Staff Account is available in the downloadable Staff Records CSV file.
Email all Staff Members in this list
It is possible to send a bulk email to all Staff in the results List by selecting the 'Email all Staff Members in this list' option in the Actions menu:
The 'Email Staff Members' window will open displaying a message citing the number of Staff in the list, and asking if you wish to proceed:
Selecting the 'Email Staff in List' button will direct you to your usual email program (e.g. Outlook, Gmail) with the Staff email addresses which are listed in their Staff Account, pre-populated in the Bcc address section of the email:
N.B. If the list of Staff generated from the Search exceeds the SupportAbility email limit of 100 Staff, the 'Email Staff Members' window will display a warning message 'Email Blocked' with information as to why this has occurred:
More information on this functionality be found in the Sending Bulk Communications - Staff article linked below for reference.
Download Staff Records
Once the results have been generated from the Staff Accounts Search, it is possible to export a CSV file containing the information in the onscreen results along with some additional information.
The information contained in the export file is relative to the available search criteria, which in turn is determined by the privileges the Staff Member generating the Search has.
To export this file select 'Download Staff Records' from the Actions menu:
This file will be available in your downloads folder or wherever you have set downloads to save.
The full set of columns of information in this export file is listed below. Data will only populate in the export file if the information has been entered in the related
fields on the 'User Details' and 'Human Resources' tabs in Staff Accounts:
- ID - this is the unique identifier for each Staff Account in SupportAbility
- Active - this is the Active/Inactive Status of the Staff Account
- First Name
- Last Name
- Job Title
- Staff Account Email Address
- Username
- Start Date
- End Date
- Street Address
- Street Suburb
- Street State
- Street Postcode
- Postal Address
- Postal Suburb
- Postal State
- Postal Postcode
- Home Phone
- Personal Mobile Phone
- Work Mobile Phone
- Date of Birth
- Gender
- Contract Renewal Date
- Appraisal Renewal Date
- Qualification Level
- Employment Type
- Volunteer
- Hours
- Unique Student Identifier (USI)
- Tags
- Payroll ID - Only Staff with the 'Human Resources For ALL Staff' or 'Human Resources' privilege at the Site/Service level will be able to see the additional columns in of 'Payroll ID' and 'Payroll Category' in the export file.
- Payroll Category - as above
- Primary Site
- MFA Status - Only Staff with the 'Edit User Accounts' privilege will be able to see the MFA Status in the export file.
