Creating and Using Employee Groups

Applicable Roles

• HR Admin
• HR Team

Prerequisites

Form Management: Process Form Set-up & Creation, Process Forms: Eligible Groups, Process Forms: Approvers, Trackers: Adding and Notifying Reviewers

Contents

Create an Employee Group and Add Group Members

Employee Groups - Available Forms Access and Approval Process

Submit on Behalf of Groups 

Employee Groups and Trackers

Personnel Folders and Employee Groups

Create an Employee Group and Add Group Members

1. From the left navigation menu, select "Employee Groups" and then select "New Employee Group"

   

2. Enter the Group Name, Group Description and click "Insert"

   

3. Next, click the "Group Members" tab

   

4. Click "New Staff Group Users" and use the filter to search for employees
5. Check the box to the left of their Staff ID

6. Repeat for every group member to be added for the group. When all members have been selected, click "Save":

   

7. The Group Members will now be listed in the Employee Group:

   

Usage Tab

The Usage Tab provides a listing of the other areas the employee group is being used in SchoolFront. 

Examples:

Available Forms Access and Approval Process

To allow an Employee Group access to a Form on Available Forms:

1. Navigate to Form Management and click the magnifying glass to select the form
2. When the form opens below, click the "Eligible Groups" tab

3. Select "New Group" 

   

4. In the pop-up window, select the Employee Group from the dropdown menu and click "Save". The Group members will now be able to view the form on the Available Forms menu (as long as the box for "On Available Forms" has been checked in the Details tab of the form):

   

Approval Process - Employee Group as an Approval Level

1. In Form Management, select the form by clicking the magnifying glass

2. When the form displays, click the "Approvers" tab and click "New Form Approver":

   

3. In the Approver Management window, enter a start and end approval level

   

4. Select "Employee Group Member" in the Approver Type drop-down
5. Select the Employee Group from the Employee Group drop-down
6. Click "Save" to allow anyone in the Employee Group the ability to approve the form

Approval Process - Previous Approver Chooses from List

1. Follow steps 1 - 3 above, in Approval Process - Employee Group as an Approval Level 

2. Select "Previous Approver Chooses From List" in the Approver Type drop-down

   

3. Select the Employee Group
4. Click "Save" to allow the approver to choose the next approver from the members of the Group

Submit on Behalf of Groups

1. In Form Management, select the form by clicking the magnifying glass

2. When the form displays below, click the tab, "Submit on Behalf of Groups" and "New Group"

   

3. Select the Employee Group from the drop-down list and click "Save". This allows members of the Employee Group to submit the form from the Employee Grid:

   

For more information on Submit on Behalf of Groups, please see: Process Forms: Submit on Behalf of Groups – SchoolFront

Employee Groups and Trackers

Employee Groups can be assigned as Reviewers in Trackers. 

1. Navigate to Recruiting / Tracker / Open Trackers
2. Select the Tracker by clicking the magnifying glass

3. Click the Tracker Reviewers tab and click "Add Reviewers from Group"

   

4. Select the Reviewers Role from the dropdown, select the Employee Group and click "Save":

   

For more information on adding Reviewers to Trackers, please see: Trackers: Adding and Notifying Reviewers – SchoolFront

Personnel Folders and Employee Groups

When it is necessary to provide district personnel access to staff members' Personnel Folders, permission can be granted to specific folders by assigning an employee group, which is subsequently linked to the personnel folder. This process does not grant access to the entire contents of all personnel file folders—only to those folders to which they have been explicitly assigned.

1. Create an Employee Group by following steps in: Create an Employee Group and Add Group Members above
2. Contact your Administrator or Solution Architect to grant the Employee Group permission into the desired folder

Only Administrators and Solution Architect's may grant an employee group permission to a folder through: Personnel Folders - Managing and Security