Staffing
Overview
Under the 'Staffing' link we have access to 3 functions:
- Staff Database
- Staffing Editor
- Onboarding
Staff Database
Our 'Staff Database' lists anyone who has worked for us at our events. In the upper left hand corner, we have three blue buttons:
- + New Staff
- Import Staff
- Filters
New Staff
You can add staff to our database by clicking the '+ New Staff' button and adding them manually. Or you can have a prospective staff member fill out our staffing application. If they fill out the staffing application, Operations staff will receive an email notification and that person will be added to our database. Email example below.
If you would like to manually add staff, click the '+ New Staff' button and a screen will appear where you can add the following information:
- First Name
- Last Name
- Phone
- Email
- A warning will occur if a .edu email is used. 'Please note .edu emails often trigger spam filters. Consider using a personal email.'
- State
- Mailing Address
- Roles: Event Director, Site Director, Showcase Coach, Admissions, Check-In, Clock/Book, Athletic Medical Trainer, Flex, Officials Assignor, Field Manager, Photographer, Guest Experience.
- Rating: 1-5 stars
- Sport: Basketball, Volleyball, Football, Soccer, Lacrosse
- Type: Individual, Fundraiser Contact
- Shirt Size: Small - XXXL
- Days Available: Sunday - Saturday
- Venues: venue the worker will work at
- Bio: for event directors only
- Notes: for administrative staff to enter
- Headshot: For event directors only
Import Staff
You can import a staff list to our database via CSV file by clicking on '+ Import Staff,' choosing a file and uploading your file. On import, the system now checks for and skips duplicate entries, ignores empty lines, and returns proper error responses when needed.
Filters
You can search for staff with the 'Filters' tab. This tab has the function to search for staff by:
- Role: Event Director, Site Director, Showcase Coach, Admissions, Check-In, Clock/Book, Trainer, Flex, Officials Assignor, Field Manager, Scout, Media
- Sport: Basketball, Volleyball, Football, Soccer, Lacrosse
- Rating: 1-5 stars
- State
- Type: Individual, Fundraiser Contact
- Entry Type: Imported, Applied, Manual
- Tags: College, High School, Club (used for fundraising tracking)
Staffing Editor
The Staffing Editor allows us to assign staff by position and to a venue. On the right side of the page there is a drop-down that allows you to choose the event you would like to staff.
Once an event is chosen, a graphic with rows and columns will appear. The rows are:
- Assigned Position
- Event or Venue
- Assigned Staff
- Actions
After choosing your event you can click the blue '+ Add Position' button where a row is created and you can add your staff. From the Assigned Position column the 'Choose Position' dropdown appears and the the following positions can be staffed:
- Event Director
- Site Director
- Showcase Coach
- Admissions
- Check-In
- Trainer
- Flex
- Officials Assignor
- Field Manager
- Scout
- Media
From Event or Venue column a dropdown allows you to either choose that position as a position that is an:
- Event-Wide Position
- Assign to a specific venue
From the Assigned Staff column, a space appears where you can type a staff member's name as long as they are in our staffing database.
From the Actions column, there is an 'Actions' button that allows you to:
- View Staff details from our staffing database
- Clear the staff from that role
- Delete that person and role from the event
It is important to click the green 'Save Updates' button to save or update changes that have been made to the Staff Editor. If you wish to cancel previous additions or changes, click on the red 'Cancel Changes' button.
Onboarding
The purpose of the Onboarding function on the Event App is to track onboarding items for directors running events. In order for Directors to appear on the onboarding
- added as a user to the Event App and
- have the Event Director role assigned to them
- Added to the staffing portion of the event app
A list of directors that need onboarding will appear in this section where there is a row for their name and a row for their progress.
When clicking on the triangle next to their name a list of onboarding items appear where you can check those items off once they are completed. Once the item is complete a percentage of items completed appears.
The following items are tracked for onboarding:
- Background Check Sent
- Background Check Complete
- Paycor Invite is sent
- Paycor Account is set up
- Paycor Expense access
- Concur account is set up
- Director contract sent
- Director contract is signed by all parties
- PrepNetwork Inclusion Policy is read and agreed to
- PrepNetwork SafeSport Policy is read and agreed to
- Account is set up in the Event App
College Coach Sync
The College Coaches page now dynamically displays colleges based on the schools associated with staff assigned to the event.
Colleges are automatically pulled from staff profiles when they are marked as connected to the event.
Functionality Implemented
When the College Coach toggle is enabled:
A School field appears
This field is required
The dropdown uses the same data source as the RSVP form list:
👉 RSVP School Dropdown Reference
https://events.prepdig.com/college-rsvp?website_id=3
Location Added
The toggle has been added to:
Staff Editor
https://events.prephoops.com/staff/13171/edit
End Result
Once enabled:
The coach’s information
Including the selected School
Automatically populates on the event’s public College Coaches page