Everybody the school pays belongs in Dashboard → HR → Staff, whether or not they will ever open YoShule. Being on the books is what makes somebody payable, assignable to a duty, and nameable on an expense.
An email address is optional
Staff added here need no email. They get a record and no login, which is the right shape for most support staff and for a teacher who simply does not want one. They show No email in the staff list, and can be given a login later — see Giving a staff member an email & login.
Role and job title are different things
Role is what they may do in YoShule. It decides which parts of the dashboard they see: a bursar gets finance, a librarian gets the library.
Job title is what they are paid to do. It is free text — Cook, Driver, Askari, Class teacher, Matron — and grants nothing. It appears on the payslip.
For anybody who runs no part of the system, choose the Support Staff role and put the real job in the job title. Support staff see nothing but their own profile and payslips, even if they later get a login.
Some roles are held by one person per school — Director, Headteacher, Dean of Studies, Bursar, Registrar, Librarian, Nurse. YoShule will refuse a second one. Teacher, Storekeeper, Gatekeeper and Support Staff can be held by as many people as you have.
Steps
- Go to Dashboard → HR → Staff and click Add staff.
- Enter their full name and choose the role that matches what they do in YoShule.
- Add a job title — the work they are actually paid for.
- Fill in phone, gender, date of birth and national ID if you have them. All optional, and all editable later.
- Add. A staff number is assigned automatically.
Then give them a contract
A staff record alone is not payable. Open the person and add a contract — see Contracts & how somebody is paid — which is what a pay run reads. Without one they will not appear in any run.
Removing somebody
Only manually-added staff who have never signed in can be deleted, and deletion takes their contracts and payroll history with it. For anybody who has left, end their contract instead, or block them: both keep the record and its history intact, which is what you want when a payslip or an expense still cites them.