What is the Staff Profile?
The Staff Profile feature allows administrators to edit staff names/emails, securely request or directly upload and store important staff documentation, with automatic file expiry reminders, in one central place. This supports compliance, reduces paperwork and supports you to keep key records such as certifications and vetting up to date and easily accessible.
Common document types include:
Fire safety certification
Garda / police vetting
Qualifications and certificates
References
Child protection and safeguarding training
How do I access the Staff Profile?
Go to Staff > Select Documents
Within the Documents section, you will see pre-defined folders such as:
First aid safety
Fire safety training
Other compliance-related categories
You can create new folders by selecting Add Folder (top right hand corner)
How do I request a document?
Using the three grey dots next to the relevant folder, select Request File.
Note: If in the Staff List section, Request File will be in the top right hand corner
Add a Link Expiry Date* (required)
Add an optional File Expiry Date** for documents that have one (e.g. First Aid Certificates) and receive an email reminder before it expires
Include an optional note for the staff member(s)
Select one, multiple or all staff.
Click Submit Request
The selected staff will receive an email*** with a secure link, allowing them to upload documents - see below for more information.
After saving, admin will be brought to an upload screen, where they can also upload files
Can I upload without requesting?
Go to Staff > Documents
Using the three grey dots next to the relevant folder and select Upload File
After Saving, you will be brought to an upload screen. Select Upload next to the relevant staff and file
Link Expiry Date (Required)*
The link expiry date relates to the request link, not the folder or files therein. The link will expire after the selected date to support data protection and ensure staff do not have indefinite access to upload documents. The link expiry date is mandatory.
File Expiry Date (Optional)**
This can be useful if you want to be reminded before or when certain documents expire, such as training certifications that need to be renewed, for example First Aid training. You can add a file expiry date during the request process or after a file has been uploaded.
Once a file expiry date is set, TeachKloud will remind admin 30 days and 1 day before the expiry date. It will also send a final reminder on the expiry date set. You can unsubscribe from these emails but please note that once unsubscribed, it is not possible to resubscribe.
Important Note on Staff Email Access***
If staff you'd like to use an alternative staff email to request files for a specific staff member of all staff, you may consider creating a non-operational room to facilitate inviting staff using alternative emails without giving them access to rooms with children's data:
Create a non-operational room called Admin or Office (or similar)
Go to Staff > Staff List
Invite the staff member using their preferred email (in line with your policies)
Assign them to the non-operational room
They will need to create an account using that email via the TeachKloud: Childcare App. When setting up the account, advise them to include a clear marker in the name (e.g. Mary Smith (Admin)), so that the profile is easily identifiable when requesting files
You can then request files from this specific staff profile
This ensures they can submit requested documents while having no access to child data, as this profile is restricted to a non-operational room using the alternate email.
How do I edit staff names and emails?
Go to Staff > Staff List, using the three grey dots to select Staff Profile
Did you know? TeachKloud also has an Educator Profile which allows staff to share their photo, work experience and a short introduction with parents!
It’s a great way for parents, especially new parents, to get to know the team.