Staff Record Field Sets

While StaffSavvy has long had a lot of options for collecting staff information, there has always been a limit. Now, you can create any number of data sets and store any amount of information within them.

For example, you might want to create an organisation-specific section on Ethnicity and Diversity.

To do this go to System > Staff Data and Processes > Data Sets and Fields. This will list the Field Sets within the organisation plus a few system options that you can enable if required.

To add a new Field Set, go to the actions bar and choose Add Field Set.

The screenshot above shows the add field set options. Here you can manage who has access to the information and who can edit the details.

In addition, you can configure where the information should be shown on the staff member’s profile page (if they have permission to view the details). You can also set the site to request the information on sign up for an account.

Once the field set is created then you can add fields to that set. The sets are purely there to help organise the information and permissions.

You can add fields under the Actions menu. When you add a field, you will see the following information form.

The title and detailed information will be shown to staff and managers alike. It is there to provide information to them on how the data should be used.

The Type of Field option allows you to choose the type of data that this field will hold. Some options, such as 'multiple select', require you to provide the options that can be selected.

Then, depending on the type of field you choose, you will need to enter all the options you want to appear under the values section.

Under the ‘Other’ label you can type in how you want to label this. The other option will appear blank and allow for staff to enter their own bespoke answer*. This can help clarify the data gathered and ensure no personal data is missed.

*This option will only appear when using the ‘the list or bespoke answer’ option.

The rest of the form's options allow you to control how the information can be updated, whether it must be provided and whether it can be searched for on the staff directory page (if you have permission to view it).

Alphabetical Data Field Options

Reports that include data fields, i.e. Ethnicity can be sorted alphabetically. This means that you can more easily find and organise your data. Only certain data sets have data fields and allow this feature.

To find this, go to System > Staff Data & Processes > Data Sets and Fields > Edit Fields. Here you can create a new field or edit and you'll see the new option to sort the items alphabetically.

Reordering Data Fields within the data set

Data Fields can now be easily reordered within the data set. To do this, first go to System > Staff Data and Processes > Data Sets & Fields. Once you are in the Data Field Set page you can rearrange the Fields by hovering your cursor on the blue arrow button next to the Field you want to shuffle and dragging it below or above.

Data Field Sets Access

Unless enabled all data fields were available to all accounts. However, if enabled under ‘Data Sets and Fields’ staff member’s profiles can be adapted to only be able to access certain data based on a staff member’s access level and/or the type of contract they have assigned to them. This means volunteers might have less data collected than permanent staff for example.

You can configure any combination of applicability to the data fields; the staff member must have either the access level or the contract type assigned to be able to make use of that data field set. You can select as many or as little as you prefer.

To use: System > Staff Data and Processes > Data Sets and Fields > Edit Set Details.
Use the ‘Applicable for Staff’ section to select which access levels and contract types this data set will be available for.

Summary Report

For each field, you can see a report of the answers provided by all active accounts. This will be presented in a list of all field answers, a total number of staff who chose that answer and a percentage.

View this from the list of fields within a field set.

These updates mean that reports that include data fields, i.e. Ethnicity can now be sorted alphabetically. This means that you can more easily find and organise your data. Only certain data sets have data fields and allow this feature.

To find this, go to System > Staff Data and Processes > Data Sets and Fields > Edit Fields. Here you can create a new field or edit and you'll see the new option to sort the items alphabetically.