Although TeacherEase, SchoolInsight SIS, and SchoolInsight Financials are three separate products, one account may have access to two or three of these systems. Additionally, the Financials module gives every user with an email address access to the Employee Self-Service Portal.
This article addresses questions concerning users with multiple roles:
- What is the difference between Financials Employees and Financials Users?
- Do all employees exist in SchoolInsight and SchoolInsight Financials?
- What information is shared between roles?
- How does a user switch between roles?
What is the difference between Financials Employees and Financials Users?
Generally, a limited number of people should be given a User account in Financials. Financials Users have access to the inner workings of the Financials module. For example, depending on their permissions, they may be able to enter transactions, edit the budget, control the accounts payable or accounts receivable process, run payroll, etc.
Every staff member (Instructor, School Admin, School District Admin, Other Employee, Financials User) at your school is automatically listed as an Employee in the Financials system. If that employee has an email address entered, he or she can log in to the Employee Self-Service Portal to update tax withholding information, submit purchase orders for approval, request time off, etc.
Do all employees exist in SchoolInsight SIS and SchoolInsight Financials?
Every employee that are created in SchoolInsight SIS will automatically be added as an employee in Financials. Therefore, the Financials Main > Human Resources > Employees list is the definitive resource that contains all employees and users in your SchoolInsight account.
Employees that are created in SchoolInsight Financials will be available as “existing employees” when creating new instructor or admin roles, but they do not automatically appear on the (School District) Admin Main > Employees page.
What information is shared between roles?
Because many employees may have access to multiple roles, it’s important to be aware that editing information on one role may affect the information on another role.
Most information is shared across roles. If you edit a person’s name, email address, race, birthdate, employee number, contact information, etc., every role associated with that user will also be changed.
The following information can be edited for a specific role:
- School Admin permissions
- Certain Instructor fields, such as Self-Contained, Highly Qualified, etc.
- The Active field if edited outside of the Financials system. Deactivating the employee on the Financials > Human Resources > Employees page will mark every role as inactive
How does a user switch between roles?
When a user has multiple roles, they can use the Account > Switch Role option to switch between Instructor, School Admin, School District Admin, and Financials User roles.
Although it is not quite a separate role, every logged-in user can also go to Account > Employee Self-Service Portal for important HR and payroll information.