Entering staff records on CHARMS will enable you to keep track of your staff’s police checks, qualifications held and contact information etc.
Click the Search button and the staff search screen will be displayed, whereby you are able to search for a member of staff using any of the following terms; 'Staff ID', 'First Name', 'Surname' 'Organisation', 'Contract Type' or 'Type'. If you leave the search boxes blank, then all permitted and unarchived records will be shown. Depending on your permissions and access, you will be able to see different staff records.
By default, the Hide Archived box will be ticked, so users should be aware, especially when adding staff, that records may already exist but archived.
To go into a staff record, click on the Staff ID number.
¶ Levels of access to Staff records
Please Note: There are different levels of access to the staff section
All Users - All users with a staff record linked to their Charms login will see the Staff option from the CHARMS main menu. All users are able to access their own staff record on a read only basis. In staff progress, all users only see progress that is set to ‘low’ sensitivity level.
Normal Users - Normal users who do NOT have MANAGE_STAFF permission and who are NOT line managers only have access to all sections of their own staff record, except progress recorded at Medium or High Sensitivity level.
Line Managers - This is a checkbox field on the Staff Main Details screen. If this is checked, this user can see & edit the staff that they are allocated to as the line manager. Line Managers can also see and edit the Medium and High Sensitivity progress items on these records.
Line Managers can also see all sections of their own record but on ‘read-only’ basis, except progress recorded at Medium or High Sensitivity level.
Note: Line Managers SHOULD NOT be allocated the MANAGE_STAFF permission. Users with the MANAGE_STAFF permission see all staff records.
Users with MANAGE_STAFF_ADMIN permission
- Users with MANAGE_STAFF_ADMIN can see and edit all staff records (belonging to the module that they are logged into) but with restricted levels of access to existing information.
- Users with this permission can see and edit the Main Details (home address is hidden), Qualifications, Training and Progress.
- In the progress screen, these users can only add or view progress items where the action is ticked as 'Admin' on the Staff Actions lookup list e.g. Police Check Completed. Only Low sensitivity progress actions will be visible.
- Users with the MANAGE_STAFF_ADMIN access level can add new staff members.
- Users with this permission will see all sections of their own record in read only format, except progress recorded at Medium or High Sensitivity level.
- The MANAGE_STAFF_ADMIN access level can only be allocated by users with ACCOUNT_ADMIN and either MANAGE_STAFF or _MANAGE_STAFF_ADMIN
Users with MANAGE_STAFF permission
- Users with the MANAGE_STAFF permission can see & edit ALL staff records (belonging to the module that they are logged into) - this includes the medium and high sensitivity items.
- Users with the MANAGE_STAFF permission & ADMINISTER_ALL_ACCOUNTS permission are the ONLY users that can allocate the MANAGE_STAFF permission to other users
- Users who ONLY have the ADMINISTER_ALL_ACCOUNTS permission can no longer see the MANAGE_STAFF permission when allocating permissions
- Users with the MANAGE_STAFF permission will have to setup staff as the line managers & allocate the line managers against the relevant staff records as well as link staff to the charms users so that normal users have access to their staff record on a read-only basis.
- Users with the MANAGE_STAFF permission cannot view medium or high sensitivity items in their own record.