All staff information in Smartgrade is synced from your MIS automatically via Wonde. Sometimes, you may find that a staff member you're expecting to be in Smartgrade is not showing up. Here are some steps you can take to troubleshoot this issue:
- Check that the staff member is "current" in your MIS. We only retrieve what Wonde considers to be "current" staff members from your MIS. Typically for an employee to be current, they should have an employment start date in your MIS and not an end date, or an end date in the future. If you're unsure how Wonde is calculating who is a "current" staff member from your MIS, you can contact them directly at support@wonde.com. If employment dates need to be edited for the user you're wanting to add, simply edit them and wait for the next overnight sync. The user should then show up.
- Check that the staff member has an email address in the necessary field. We only import users who have an email address, since we need an email address for login purposes etc. We import email addresses from your MIS via in the following priority order: 1. Work, 2. Primary, 3. General. If an email address is missing for the user you're wanting to add, simply add it and wait for the next overnight sync. The user should then show up.
- Check that the staff member is associated with a class that is linked to a subject you have activated. We import staff members automatically into the School Users table only if they are associated with a class that is linked to an activated subject that is also mapped to a subject from your MIS on the Subject mapping tab. To take an example, in the following screenshot, Ashburton Academy has a MIS subject of French (Fr) which they've mapped to the Smartgrade subject of French. They've also selected the "Activate?" checkbox. As a consequence, any teacher who is associated with a class that has the "French (Fr)" subject in your MIS will show up in the School Users table. However, teachers associated with the "Food Tech (Ft)" subject will not show up as that subject is neither mapped nor activated:
If you're wanting to see users for a subject that is not yet activated, simply map and activate it and wait for the next overnight sync. The users should then show up.
- Check if you can add the user manually. You may wish to give access to a user who is not associated with any activated subjects/classes. This is still possible, providing the user is in your MIS. To do so, simply go to the School users table in Smartgrade and select ADD USER. A modal will appear in which you can select the email address and a permission level for the user you wish to add:
We hope that has helped you to find your missing staff members. If you're still stuck, please email us at help@smartgrade.co.uk.