System Management

To access the System Management components, click the System Management tab on the SchoolSpring banner or the Home page.

It is important to set up the components in order, the Employer Account must be set up correctly before Job Locations, and Job Locations must be set up before User Accounts can be assigned.

The System Management page has three components that signify the major task areas used by the System Admins and other appropriate users.

• Employer Account: Employers keep the current basic information, district contacts, salaries, benefits, billing, and support information.

• Job Locations: Employers create and manage locations (schools, programs, and so on). You can also edit locations, add a new school, or other locations where jobs are available.

• User Accounts: Employers create and manage users for the system and various locations. You can also edit and delete users and change access permissions.

Employer Account

To access the Employer Account page, click the Employer Account icon on the System Management page. The Employer Account page includes the Employer Details, Employer Description, Employer Photo, Employee Benefits, and Teacher Salary Schedule Information panes explained as follows. Make sure to keep this up to date. All starred (*) components are required fields in the following panes on the Employer Account page.

Employer Details

The Employer Details pane lists these important fields to be filled.

Note: The Disable Job postings closed Email Notification option helps the employer to not receive emails whenever a position has been closed.

Employer Description

Use this area to describe the employer, giving the applicants a better understanding of you as an employer and the surrounding area. This description will be part of every job posting regardless of job location.

Employer Photo

This is a great way to help your district stand out to candidates. To upload a photo that would represent your district or town and will display on job postings,

1. Click the Choose File button to locate your picture file.
   Note: If the photo is not 320 pixels wide x 240 pixels high (which is the common digital photo size) the image will automatically be resized.

2. Once you have located or highlighted the file, click Open.

Employee Benefits

You can provide information on your medical and dental benefits and salary schedule if you wish.

You can choose to add employee benefit information so that it displays on your employer profile page. Additional information about benefits at your organization can be added in the Additional Benefits Information textbox, for example, college tuition credits, professional development, signing bonus. This is an opportunity for each employer to sell their district to candidates.

Note: Select the Use this benefits information for all job locations checkbox to have the information displayed for all job locations or you can specify different benefits for each location.

Teacher Salary Schedule Information

If desired, provide your teacher salary information here for display on your employer profile page. The details include Salary Level, Starting Annual Salary, and Maximum Annual Salary. Select the Use this salary information for all job locations checkbox to have the information displayed for all job locations, otherwise; you can specify different benefits for each location.

If you make any changes to the Employer Account, be sure to click Save Changes.

Job Locations

This is where you will see all the locations available in your account. To access the Job Locations page, click the Job Locations icon on the System Management page.

The Job Locations page lists the active job postings in a tabular format with these fields.

Note: You can view a job location by clicking the location text link in the Name column.

Sort Job Locations

To access the Job Locations page, click the Job Locations icon on the System Management page. You can also click the Job Locations text link on the User Accounts page.

You can sort the list of job locations by clicking on these column headers: Job ID, Name, Type, Location, or Status.

You can also sort the list of job locations by clicking on the View only… drop-down menu on the Job Locations pane and selecting either Status is, or Type is.

Status is

This drop-down menu will display this list when you select Job Status is.

• Any status

• Active

• Inactive

Type is

This drop-down menu will display the list of types that you currently have setup in the SchoolSpring system when you select Type is.

• Any type

• Currently selected School location

Edit a Job Location

1. Click the title for the job location or the Edit icon on the Job Locations page. All starred (*) components are required fields in the following panes on the Edit Job Location page.

2. Edit the information and click Save Changes.

Note: You must have the appropriate access permissions to edit a job location.

Deactivate a Job Location

1. Click the Deactivate icon on the Job Locations page.

2. The system will display a message: The job location has been successfully deactivated.

Note: You must have the appropriate access permissions to deactivate a location. The system does not delete locations; it makes them inactive.

Reactivate a Job Location

1. Select Status is… from the View only... drop-down menu.

2. Select Inactive from the Select a status drop-down menu. All inactive job locations will be displayed. Other status options are Any status and Active.

3. To edit the job location you wish to reactivate, click the Edit icon on the Job Locations list. All starred (*) components are required fields in the following panes on the Edit Job Location page.

4. Change the Status to Active on the Edit Job Location page.

5. Click Save Changes.

View Location Map

Opens the Google map of the Job Location.

Add a Job Location

To add a job location, click the New Job Location icon in the System Management menu. Locations are individual schools, district offices, or other physical locations where jobs are available. After adding the new location, you can assign any current users access privileges for the location. Setting up this section is the same as setting up the employer account. All starred (*) components are required fields in the following panes on the New Job Location page.

Location Details

The Location Details pane lists these important fields to be filled.

Location Photo

This is a great way to help your district stand out to candidates. To upload a photo that would represent your district or town and will display on job postings,

1. Click the Choose File button to locate your picture file.
   Note: If the photo is not 320 pixels wide x 240 pixels high (which is the common digital photo size) the image will automatically be resized.

2. Once you have located or highlighted the file, click Open.

Location Description

The description will be available to candidates as they search for jobs so they can learn more about this location. This area describes your school and community, or anything you like to generate interest in your job openings.

Note: Do not forget to click, Save & Finish or Save & Add More on the New Job Location page.

User Accounts

To access the User Account page, click the User Accounts icon or the User Accounts text link on the System Management page. This is where you can add, edit, and delete users or change their access permissions.

Note: You need to set up job locations prior to setting up user accounts.

The User Accounts page lists the active users in a tabular format with these fields.

Note: You can view a user account by clicking the user account name text link in the Name column.

Sort User Accounts

To access the User Accounts page, click the User Accounts icon on the System Management page. You can also click the User Accounts text link on the User Accounts page.

You can sort the list of job locations by clicking on these column headers: Job ID, Name, Type, Location, or Status.

You can also sort the list of job locations by clicking on the View only… drop-down menu on the Job Locations pane and selecting either Type is, Status is, or Location is.

Type is

This drop-down menu will display the list of types that you currently have setup in the SchoolSpring system when you select Type is.

• Any type (is the default view, and all users are displayed)

• System Admin

• System User

• Location Admin

• Location User

• Guest

• Alias

• Consortium Admin

• JobBoard Provisioner

Status is

This drop-down menu will display this list when you select Job Status is.

• Any status (is the default view, and all users are displayed)

• Active

• Inactive

Location is

This drop-down menu will display the location type when you select Location is.

• Any location (is the default view, and all active locations that are setup in the SchoolSpring system via the Job Locations procedure will be listed).

Add a User

To add a user, click the New User icon on the User Accounts page. All starred (*) components are required fields in the following panes on the New User page.

The User Details pane lists these important fields (Account Type, First Name, Last Name, Title, Email Address, Email login information to user, Location, Phone, Address, City, State/Province, Postal Code, Country, and Fax) to be filled.

Note: When you create a new user, the system automatically sends an email to that user with their username and password. Do not forget to click, Save & Finish or Save & Add More on the New User page.

Account Type

There are four types of users/access permissions that can be assigned.

1. System Admin: Has access to all aspects of the SchoolSpring hiring system for your account. They can create, edit and delete users, locations, job postings, evaluation and interview rounds, as well as manually enter job applications. The System Admin can create job postings for the district at any location within the district. They can also create candidate searches and invite prospective candidates to apply.
   Note: At least one user must be assigned the role of System Admin for an employer

2. System User: Can view all aspects of the job postings in the entire district but can only make changes to job postings to which they have been assigned as the Job Owner or the Job Contact.

3. Location Admin: Has all the same abilities as the System Admin, but ONLY for the location to which they are assigned (not the entire employer account).

4. Location User: Can only view the job postings for the location(s) to which they are assigned. They can be assigned to multiple locations.
   Note: Location Users cannot edit or change any job postings unless they have been designated as the Job Owner or Job Contact for that job posting.

Ensure to create Only One User Account per user. If the status or role changes, (for example, from Location User to Guest User) edit the original User Account. Do Not Create a second account as this can create potential system problems.

Edit a User

To edit a user, click the text link for that user or the Edit User icon on the User Management page. All starred (*) components are required fields in the following panes on the Edit User page.

The User Details pane lists these important fields (Status, Account Type, First Name, Last Name, Title, Email Address, -Set Contact Information-, Phone, Address, City, State/Province, Postal Code, Country, and Fax) to be filled.

The reason you cannot change a user's first or last name is in order to maintain system integrity. If employers were allowed to change a user's first or last name, they could conceivably change the account from one person to a completely different person. This would of course make the activity log completely useless since you would not know who really performed an action. When you try to update a Users' Name, you should receive a message. The system then alerts SchoolSpring Administrators of your request so that we can assist with typo corrections or last name changes. SchoolSpring Administrators make the necessary updates on the backend. The -Set Contact Information- field lists active user’s contact details that are setup in the SchoolSpring system.

Note: You must have the appropriate access permissions to edit a user’s information. Do not forget to click, Save & Finish or Save & Add More on the Edit User page.

Add an Alias

To add an alias, click the New Alias icon on the User Accounts page. All starred (*) components are required fields in the following panes on the New Alias page.

The Alias Details pane lists these important fields (Name, Email Address, -Set Contact Information-, Phone, Address, City, State/Province, Postal Code, Country, and Fax) to be filled. The -Set Contact Information- field lists active user’s contact details that are setup in the SchoolSpring system.

This feature would be used if the contact does not want to get a lot of phone calls from the candidates. A user is an individual. An alias is a naming convention used so that you do not have to enter an individual as a contact for a job posting. It can be a department, a group or a committee, and so on (for example, Human Resources), which has a specified email address.

Note: An alias must have either an email address or a phone number; this is the only contact info that is required to create an alias. Do not forget to click, Save & Finish or Save & Add More on the New Alias page.

Edit an Alias

To edit an alias, click the text link for that alias, for example, Human Resources or the Edit User icon on the User Accounts page.

Note: You must have the appropriate access permissions to edit an alias’s information.

Deactivate a User or Alias

1. Click the Deactivate User icon on the far right of the User Accounts page.

2. The system will display a message: The user has been successfully deactivated.

Note: You must have the appropriate access permissions to deactivate a user or an alias. The system does not delete users; it makes them Inactive.

Reactivate a User or Alias

1. Select Status is… from the View only... drop-down menu.

2. Select Inactive from the Select a status drop-down menu. All inactive users will be displayed.

3. To edit the user you wish to reactivate, click the Edit icon on the User Management page.

4. Change their Status to Active.

5. Click Save Changes.