Staff records: background checks, CPR and training

This article shows you how to track background checks, CPR and training for everyone who works with children, and how to spot records that are running out.

Before you start

• You are a director.
• Turn on Staff records in Settings → Tools. It starts off.

Choose what each role needs

1. Go to Teachers & staff and click the Staff records tab.
2. In What each role needs, check what each role must have: Background check, CPR / first aid or Child-safety training. Roles are Teacher, Teaching parent, Assistant and Volunteer.

Add helpers who don't teach

Teachers and teaching parents show up on their own. Under Add a helper, pick a Person from your families, choose Assistant or Volunteer, and click Add.

Add a record

1. Click a person's name. Under Add a record, pick the Credential.
2. Fill in Issued (optional), Expires (optional) and Note (optional).
3. Click Add a file (optional) to attach a PDF or photo, up to 10 MB.
4. Click Add record.

What happens next

• Each person's row shows a status for each requirement: Valid, Expiring (within 30 days), Expired, Missing or Not needed.
• Use the tabs to see only Expiring, Expired or Missing records.
• When something is expiring, expired or missing, a card on your Today page tells you, with an Open staff records button. Alerts show on screen only; no email is sent, so check Today regularly.
• Only you and your co-directors can see these records and files, not families or other staff.
• LearningSense does not run background checks. You collect them and record the results here.

Common problems

• See "Staff records are off"? Turn the tool on in Settings → Tools.
• Added a helper by mistake? Open their name and click Take off the staff list. Their records stay.
• A record has no expiry date? Leave Expires (optional) blank and it never shows as expiring.

Related articles

• Teachers: invite, assign classes, choose what they see
• Turn tools on and off, and what each plan includes
• Data, privacy and COPPA