Add a Staff Member Record

To add a new staff member record to Polaris:

1. Select Administration > Explorer > System on the Polaris Shortcut Bar, or click and select Staff Member. The Administration Explorer opens.

Tip:
You can also create a new staff member record from an open Workstation workform. Select File > New on the workform. You can copy the open record’s information to the new record or start with a clear record.

2. Select File > New > Staff Member on the Administration Explorer menu bar. The Staff Member workform appears.

3. Complete the text fields on the form.
   • Name - Type the staff member username. The name must be unique in a single domain system. For more information, see Multi-Domain System Support.
   • Organization - Select a library name from the list.
   • Affiliated Branch - If the parent organization is not a branch, select the name of the branch the staff member is assigned to.
   • Email Address (optional) - Type the full email address.
   • Domain - If your Polaris installation is in a multi-domain system, select the staff member’s network domain from the Domain list. See Multi-Domain System Support.

   • External ID - If your library's process for authenticating staff members requires an external ID, enter the value in the External ID box.

     The external ID must be unique and a maximum of 100 characters.

     Note:
     The external ID may be used during the authentication process when a staff member signs in to Leap or Polaris System Administration (web-based). For more information, see The Staff Member External ID Field.

4. Set permissions and profiles for the staff member as appropriate.

Note:
The new staff member record contains no permissions, and you must explicitly add permissions to the record. If you try to save a new staff record without adding permissions, a confirmation message appears. You can choose to save the record with no permissions, or cancel the save and add the permissions. For information about setting permissions, see Granting Permissions. For a staff member to do a task on a particular workstation, both the staff member and the workstation must have the appropriate permission for the task.

5. Select File > Save.

Related Information

Permissions - See Managing Permissions for Staff, Workstations, Groups.

• Setting up groups to manage permissions - You can set up groups with specific sets of permissions, then add workstations and staff members to the group. When workstations and staff members are added to the group, they get the group’s permissions. See Managing Permissions with Permission Groups.

• Setting permissions for individual staff members and workstations - You can grant permissions individually to specific staff members and workstations. See Assign permissions to staff, workstation, or group. Permissions for staff workstations and staff members are set separately.

Editing staff member or workstation settings - You can edit profiles and parameters for a staff member or workstation from the Administration Explorer or from the workform.

• Administration Explorer - Display the workstation or staff member in the Explorer tree view. See List workstations in the Explorer or List staff members in the Explorer. Then expand the folder for workstation or staff member, and select Profiles or Parameters. Change the settings in the details view on the right side of the Explorer. See Set parameters or profiles from the Explorer.

• Workstation or Staff Member workform - Open the workform and go to the Parameters or Profiles view. See Set parameters and profiles from a workform.

• Rotating staff - Staff members who rotate among branches can be given permissions to log in at different branches using that branch’s Polaris settings. See Special Permissions for Rotating Staff. For more information about giving staff members permissions, see Managing Permissions for Staff, Workstations, Groups.

• Staff client settings - Certain settings, such as Polaris Find Tool functions, label defaults, the organizations available when running reports, and preferred workform views, can be made at the staff member level. For more information, see Setting Staff Client Profiles.

Acquisitions/Serials settings - The ability to override acquisitions and serials permissions blocks, route list defaults, fund list filters, and selection list defaults can be set at the staff member level. For more information, see Acquisitions Administration Overview.

Cataloging settings - Automated MARC validation, how classification and cutter numbers are handled in bibliographic and item records, field descriptions in the MARC editor, and the ability to override cataloging permissions blocks can be set at the staff member level. For more information, see Cataloging Administration Overview.

Patron Services settings - The ability to override patron service (circulation) permissions blocks can be set at the staff member level. For more information, see Patron Services Administration Overview.