---
title: Staff Profile
slug: staff-profile
docTags: 
createdAt: 2025-05-29T18:13:09.006Z
---

Each Staff Profile provides a centralized view of all key information and actions related to a staff member. From personal and employment details to login credentials, hour tracking, notes, and documents, everything is grouped into tabs for easy access and management.

Once a staff member has been added—or if you need to update an existing one—you can access their profile by **clicking their name** in the Staff List or by selecting the **Edit Staff icon** next to their name.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/8x4Fix-ICHGpC-2Afax34_image.png)

This opens their **Staff Profile**, where you can view and manage detailed information about that user.

## Details

The **Details** tab includes the staff member’s basic personal and employment information, such as name, contact details, job title, status, and assigned location. You can also upload a profile photo and include optional information like date of birth or SIN/SSN/NIN.

If you're using ampEducator to track staff hours, this is where you can assign an [Hour Clock](docId\:sQTbZLcpU3Hwlh7OntgEQ) to the staff member. This is also where any [Staff Custom Fields](docId\:FyDU4_sGJg2_CPRoLLGKz) you've configured (such as Employment Type, Languages Spoken, or Union Member in the picture example) will appear.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/7QJwHcrGsQz5iW3veZ04y_image.png)

## User

The **User** tab is where you manage login and access settings for the staff member. This includes their roles, location access, username, and software email. You can also manage their two-factor authentication (2FA) settings and update their password if needed.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/m8NogjkKi0SKx9SwdVx4-_image.png)

Fields in this tab include:

- **User Status** – Set to *Active* or *Inactive*. Inactive users cannot log in.
- **Location Access** – Assign one or more locations they should have access to.
- **Roles** – Assign or update the roles this user holds in the system.
- **User Name** – A unique login name for the user.
- **Software Email** – Used for internal system communication.
- **Two Factor** – Shows whether 2FA is enabled or disabled.

You can also:

- Click **Change Pass** to reset their password
- Click **Disable 2FA** if the user cannot log in and needs their two-factor authentication reset
- Click **Update User** to save any changes

This tab is especially helpful when updating user roles, managing access, or troubleshooting login issues.

## User Logins

The **User Logins **section displays a detailed record of a staff member’s login activity. At the top, you’ll see the total amount of time the staff member has been logged in during the selected date range, shown in hours and minutes.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/rFgxTsK9ynan9Sdq05wUv_image.png)

Below, the table lists each login session with the following information:

- **Login and Logout timestamps**
- **IP address used**
- **Type** of logout (*User Logout* or *Session Expired*)
- **Minutes** spent during that session

**Filtering Login Records**

Click the **filter icon** to open a pop-up window where you can select a *Login From* and *Login To* date range. Click **Apply** to update the displayed results.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/hWcGTVACNSNfG8WphMtcG_image.png)

**Exporting Login Data**

Click the **export icon** to open the Export Data window. Choose which columns you want to include, and export the file in **PDF**, **CSV**, or **XML** format.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/nKn4CBdXJrQ166hML-WOk_image.png)

This section is especially useful for tracking staff activity, verifying login behavior, and maintaining system access records.

## Notes

The **Notes** tab is used to keep internal notes about the staff member. These notes are for administrative reference only and are not visible to the staff member.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/i-fM6AAcCv8GhkdscHLAs_image.png)

### Adding Staff Notes

Click the **New Note** button to open a pop-up window where you can type your note. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/uknmFv23qk6JWDQcquIul_image.png)

Once saved, the note will appear in the list along with the creation date and the name of the person who added it. If you **edit** a note, ampEducator will display when the note was originally created, when it was last modified, and by whom—helping maintain a clear record of changes.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/gFH6P5Uue7tyAQVNQOTvI_image.png)

## Documents

The **Documents** tab allows you to upload and manage files related to the staff member—such as contracts, certifications, or other relevant documents.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/f4on7whGc0yBoiyBiaKkC_image.png)

### Adding Staff Documents

Click **Upload Document(s)** to upload up to five files at once. Files can be any type, up to 250MB each. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/UBBuwTeY1QeWGKZFw9HO7_image.png)

If a file has an expiry date (e.g. a license or certificate), check the **Expires** box to enter the **Expiry Date**. These expiry dates can be tracked using reports, helping you stay on top of renewals and compliance.

You can also use the **More Actions** menu to upload a ZIP archive if you're adding multiple documents at once.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/TqdJku5KCHatlfoyyC5Tc_image.png)

Uploaded documents will appear in a list with the file name, description, size, created date, and any expiry date shown.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/dp3ZUBjY2cPNs29uHYB-n_image.png)

- Click the **view icon** to preview the document right in your browser.
- Click the **edit icon** to update the file’s description or add/edit an expiry date.
- Use the **delete icon** if you need to remove the file.

This tab gives you a secure and organized way to manage important staff documents all in one place.

## Hours

The** Hours** tab displays time entries for each staff member if your institution uses **Hour Clocks**. These must be configured in advance under [Institution Config / Hour Clocks](docId\:sQTbZLcpU3Hwlh7OntgEQ), then selected in the [Details](docId\:FqJZEtMPZYF5j-wbf0LsJ) section of the Staff Profile. Once set up and active—whether through keycard sign-ins or manual input—hours will appear here automatically.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/5s_zlLeatwi_yc9mceqzU_image.png)

### Manually Adding Staff Hours

To add hours manually for a staff member, start by clicking the **Add Hours** button in the top left of the Hours tab. A modal will appear showing the configured [Hour Clock](docId\:sQTbZLcpU3Hwlh7OntgEQ) settings for the staff member’s assigned location, including expected work hours and break rules.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/hKsaR8DTn2jrmkieWhIPu_image.png)

Select the **Date**, **Signed In** time, and **Signed Out** time, then click **Add Hours** to save. Once saved, the new entry will appear in the list. You can add multiple entries this way for different days or staff, depending on your access level.

### Viewing Detailed Sign-In/Out Information

If Hour Clocks are active and in use, some days may have multiple sign-ins and sign-outs. To view these details, click the **+ icon** next to any date in the list.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/f5OMKyAR79BCRFConviAs_image.png)

This expands the row to show individual time entries, such as a morning sign-in and an afternoon sign-out. You'll also see who modified the entry and when. These details help provide full transparency for staff attendance and are especially useful for resolving discrepancies.

### Editing or Deleting Hours

To make changes to an existing hour entry, use the icons on the right side of each row:

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/uu2wZZgQpXPoZ93ZBhmKb_image.png)

- Click the **Edit icon **(pencil) to edit the time in, time out, or other details.
- Click the **Delete icon **(x) to delete a single entry.

To delete multiple entries at once, select the checkboxes next to the dates and choose **More Actions / Delete Selected**.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/wKhqBCLnpWdf392EbDUz4_image.png)