Using the Personnel Module
To open the Personnel Search screen, from the Administration dashboard or the Agency Setup menu, select Personnel. See the article “Searching for Records.”
To add a Personnel record:
- From the Personnel Search screen or a Personnel record, click Add New. The Adding New Personnel screen opens.
- Complete the appropriate fields. For field descriptions, see the section “Fields on the Adding New Personnel Screen” below.
- Click Save.
NOTE: Personnel records cannot be deleted. However, the record can be set to the status Terminated to not use it anymore. To change the status of the Personnel record, edit the Status field.
Fields on the Adding New Personnel screen
The Adding New Personnel screen contains the following fields, which are separated by area.Personnel Information area
Use the Personnel Information area to track basic information about the person.- First Name: Enter the first name of the person.
- Middle Name: Enter the middle name of the person.
- Last Name: Enter the last name of the person.
- Date of Birth: Enter or select the date of birth of the person.
- Sex: Select the sex of the person.
- Race: Select the race of the person.
- Ethnicity: Select the ethnicity of the person.
- Driver’s License: Enter the driver license number of the person.
- DL State: Select the state that issued the driver license of the person.
- DL Expiration: Enter or select the date that the driver license expires.
- SSN: Enter the Social Security number of the person.
- Height: Enter the height of the person, in feet and inches.
- Weight: Enter the weight of the person, in pounds.
- Eye Color: Select the eye color of the person.
- Hair Color: Select the hair color of the person.
Administration area
Use the Administration area to track administrative information about the person.- User Name: Select the User record to connect to the Personnel record.
NOTE: The Personnel record must be connected to a User record for the user to have full functionality in the system.
- Supervisor: Select the supervisor of the person.
- Agency: Select the agency to which the person belongs.
- Division: Enter the division to which the person belongs.
- Assignment: Enter the assignment of the person.
- Status: Select the status of the person. If the status Terminated is selected, then the Personnel record is not displayed as a choice of responsible or responding officer.
- Date Hired: Enter or select the date the person was hired.
- Date Terminated: Enter or select the date the person was terminated.
- Pay Class: Enter the pay class of the person.
- Employee Class: Select the employee class of the person.
- Employee #: Enter the employee number of the person.
Officer area
Use the Officer area to track officer information about the person.- Badge #: Enter the badge number of the person.
- Commission: Enter the commission of the person.
- Rank: Enter the rank of the person.
- Rank Date: Enter or select the date the person earned their rank.
- May Be Assigned Cases check box: If the person can be assigned to cases, then select this check box. If the person cannot be assigned to cases, then clear this check box. By default, the check box is selected.
- Is A Supervisor check box: If the person is a supervisor, then select this check box. If the person is not a supervisor, then clear this check box. By default, the check box is cleared.
Medical Information area
Use the Medical Information area to track medical information about the person.- Blood Type: Select the blood type of the person.
- Allergies: Enter any allergies of the person.
- Physician Last Name: Enter the last name of the physician.
- Physician First Name: Enter the first name of the physician.
- Physician Phone: Enter the phone number of the physician, using only numbers. The software adds the formatting automatically.
- Address: Enter the address of the physician. See the article “Entering Addresses.”
Emergency Contact area
Use the Emergency Contact area to track the emergency contact of the person.- Last Name: Enter the last name of the emergency contact.
- First Name: Enter the first name of the emergency contact.
- Phone: Enter the phone number of the emergency contact. See the article "Entering Phone Numbers."
- Address: Enter the address of the emergency contact. See the article “Entering Addresses.”
Family area
Use the Family area to track the family of the person.- Marital Status: Select the marital status of the person.
- Date Married: Enter or select the date the person married their spouse.
- Spouse Last Name: Enter the last name of the spouse.
- Spouse First Name: Enter the first name of the spouse.
- Spouse Phone: Enter the phone number of the spouse. See the article "Entering Phone Numbers."
- Address: Enter the address of the spouse. See the article “Entering Addresses.”
Home Address area
Use the Home Address area to track the home address of the person. Click the Specify Home Address link, and then complete the following fields.- Address: Enter the home address of the person. See the article “Entering Addresses.”
- Home Location Notes: Enter any notes about the location of the home. For example, directions or dangerous animals. This information is connected with the address, apart from the Personnel record.
Children area
Use the Children area to track the children of the person.- Name: Enter the name of the child.
- Date of Birth: Enter or select the date of birth of the child.
Phone Number area
Use the Phone Number area to track the phone numbers of the person. See the article "Entering Phone Numbers."Skills area
Use the Skills area to track the skills of the person.- Type: Select the type of skill.
- Description: Enter a description of the skill.
Email Addresses area
Use the Email Addresses area to track the email addresses of the person.- Type: Select the type of email address.
- Email Address: Enter the email address.
Medical Event area
Use the Medical Event area to track the medical events of the person.- Date: Enter or select the date the medical event occurred.
- Type: Select the type of medical event that occurred.
- Entered By: Enter the name of the person who entered the event. By default, your name is populated.
- Description: Enter a description of the event.
Administrative Event area
Use the Administrative Event area to track the administrative events of the person.- Date: Enter or select the date the event occurred.
- Type: Select the type of event. By default, the first value in the Admin Event Type code table is populated.
- Entered By: Enter the name of the person who entered the event. By default, your name is populated.
- Description: Enter a description of the event.
Training area
Use the Training area to track the training records of the person.- Subject: Enter the subject of the training.
- Type: Select the type of training.
- Location: Enter the location of the training.
- Date: Enter or select the date the training occurred.
- Instructor: Enter the name of the instructor for the training.
- Training Method: Select the method used in the training.
- Total Hours: Enter the total number of hours spent in the training.
- Total Cost: Enter the total cost of the training.
- Certification Granted: Enter the certification that was granted for completing the training.
- Expiration Date: Enter or select the date the certification expires.
- Completion Date: Enter or select the date the certification was completed.
- Grade: Enter the grade the person received on the training.
- Score: Enter the score the person received on the training.
- Notes: Enter any notes about the training.