Profile New | PowerSchool Talent Recruitment and Retention

Set up a single profile with any or all of these roles:

Profiles with employee or substitute access can call the system to register and enter their PIN number as long as the profile indicates that they are active.

Add a New Profile

From Administrator, choose Profile New.
Enter the profile information. Access IDs cannot have leading zeros, but External IDs and PINs can.
Select the Types:
- Is Administrator
- Is Employee
- Is Substitute
Select Active for the Types you select.
Click Save.

The Web User ID and Web Password fields will appear only if the district is configured to use these fields for SmartFindExpress web login.

Types

Type	Description
Administrator	Select Primary System Operator if this administrator is to be the primary. The primary receives SmartFindExpress invoices and other materials.
Employee	Select Calendar to indicate that a calendar of holidays and no substitute required (NSR) days is followed by the employee. Calendars are set up by system operators for all the types of employees that have different workdays. The list displays the available calendars, including the All Locations calendar. The calendar prevents absences from being reported on holidays. The Administrator must have the Profiles – Employee Modify permission for their own profile to set Employee settings on a profile.
Substitute	Select all options that apply: Available for New Jobs if this substitute will be able to accept assignments, search for assignments, be specified for assignments, or be assigned by administrative personnel. If the field is not selected, the substitute is considered inactive but is still able to access the system. Available for Long Term to indicate a substitute is interested in long-term jobs. This field is recorded for data collection purposes only and does not restrict a substitute from being offered jobs considered long term if the field is not selected. Therefore, operators and administrators can search for substitutes using this field when searching for a substitute to fill a long-term assignment. Is Certified to indicate a substitute is certified. This field is recorded for data collection purposes only and does not restrict a substitute from being offered jobs if the field is not selected. This field appears when searching a Substitute by name. Available for General Calling if the substitute can be called from the General list when the calling system reaches that step during a callout. The General list calls substitutes who will work at the location, but may not classify the assignment in their profile. If you are leveling substitutes from their classification, they should also be leveled on the General list. The level is entered on the Optional Information screen. Sub Auto Accept to allow substitutes to accept jobs based on classifications automatically. Block phone calls to substitute to block all job offers via phone call to the substitute. Administrators should only use this setting in instances where the substitute cannot use a phone. For Callback Number, enter the telephone number that the system uses to contact the substitute. Telephone numbers appear as they are entered as special formatting is added to the number entered. Valid characters include ( ) - , * # and spaces. If it is a long-distance number, the "1" and the area code, if required, must appear in this field to correctly call the substitute from the system's location. Substitutes confirm this number during the registration process. They can change this number at any time after obtaining a PIN. This process ensures that the system always has the most accurate telephone number to call the substitute. The Administrator must have the Profiles – Substitute Modify permission for their own profile to set Employee settings on a profile.

Type

Description

Administrator

Select Primary System Operator if this administrator is to be the primary.

The primary receives SmartFindExpress invoices and other materials.

Employee

Select Calendar to indicate that a calendar of holidays and no substitute required (NSR) days is followed by the employee.

Calendars are set up by system operators for all the types of employees that have different workdays. The list displays the available calendars, including the All Locations calendar. The calendar prevents absences from being reported on holidays.

The Administrator must have the Profiles – Employee Modify permission for their own profile to set Employee settings on a profile.

Substitute

Select all options that apply:

Available for New Jobs if this substitute will be able to accept assignments, search for assignments, be specified for assignments, or be assigned by administrative personnel. If the field is not selected, the substitute is considered inactive but is still able to access the system.
Available for Long Term to indicate a substitute is interested in long-term jobs. This field is recorded for data collection purposes only and does not restrict a substitute from being offered jobs considered long term if the field is not selected. Therefore, operators and administrators can search for substitutes using this field when searching for a substitute to fill a long-term assignment.
Is Certified to indicate a substitute is certified. This field is recorded for data collection purposes only and does not restrict a substitute from being offered jobs if the field is not selected. This field appears when searching a Substitute by name.
Available for General Calling if the substitute can be called from the General list when the calling system reaches that step during a callout. The General list calls substitutes who will work at the location, but may not classify the assignment in their profile. If you are leveling substitutes from their classification, they should also be leveled on the General list. The level is entered on the Optional Information screen.
Sub Auto Accept to allow substitutes to accept jobs based on classifications automatically.
Block phone calls to substitute to block all job offers via phone call to the substitute. Administrators should only use this setting in instances where the substitute cannot use a phone.
For Callback Number, enter the telephone number that the system uses to contact the substitute. Telephone numbers appear as they are entered as special formatting is added to the number entered. Valid characters include ( ) - , * # and spaces. If it is a long-distance number, the "1" and the area code, if required, must appear in this field to correctly call the substitute from the system's location. Substitutes confirm this number during the registration process. They can change this number at any time after obtaining a PIN. This process ensures that the system always has the most accurate telephone number to call the substitute.

The Administrator must have the Profiles – Substitute Modify permission for their own profile to set Employee settings on a profile.