Uploading staff records & filters
⬇️ Download your Staff List Template - scroll to the bottom of this page ⬇️ What is needed from you?
To get set up for your survey all we need from you is the following staff data sent to us in the template provided:
- School (if part of a MAT/Group)
- Name
- Email address
- Start date
- Full/Part-time
- Job title
Once completed send to the Welbee Support Team at support@welbee.co.uk
You can view your uploaded staff list and also download it at any time via 'staff management' in the left-hand menu in your dashboard. Log in here https://app.welbee.co.uk
HOW TO FILL OUT THE TEMPLATE
Columns A, B, C
First, add your staff members’ first names, surnames and email addresses. You could copy and paste these into the Excel spreadsheet from your staff database, for example, SIMs. Leave the header title for each column in place.
This information enables Welbee to manage the survey invitations and send automated follow-ups to staff members who have not yet taken it. It also allows you to respond to staff comments while maintaining their anonymity.
Columns D, E and Column F
Next, add the following staff information - this provides the data for the core filters and also additional filters for Premium accounts.
Column D - Staff members' start date (dd/mm/yyyy)
Column E - Full or part-time (Full or Part) you can use the drop-down arrow.
Column F - Enter the staff member's Job Title.
Where staff have similar jobs it is advisable to match the job title even where this may not be an exact match - this is about providing filtered results and job titles will only show where 5 or more staff have the same one.
Staff with more than one job.
Ideally, choose the most prominent or significant job. You can apply multiple job titles by using a comma between them, see examples below, though results reporting may be better where these are kept to a minimum.
EG:
- KS2 Pastoral assistant, Midday Assistant
- Midday Assistant, Breakfast Club Assistant
- Maths Teacher, Housemaster
- PE Teacher, Form Tutor
This information means we can provide you with more detailed results and reduce your workload in identifying areas to celebrate and take action.
What are filters?
Filters enable you to analyse your staff scores at a more granular level so you can take targeted action where it is needed most.
Core Filters (Pro & Premium)
1. Job Roles: Support Staff (Classroom), Support Staff (Non-Classroom), Teaching Staff (Classroom), Teaching Staff (Non-Classroom), Middle Leader & Senior Leader.
2. Time at School: <1yr, 1-3yrs, 4-5yrs, 5-10yrs, 11-15yrs, 16-20yrs and >21yrs.
3. Job Type: Full-time or Part-time
Additional Filters - Premium only
1. Job Title - as provided by school/trust. For example: Deputy Head, Teaching Assistant etc.
2. Department/Subject - as provided by school/trust. For example: Mathematics, Geography, Office, Pastoral, Catering, HR, etc.
3. Year group or Key stage: as provided by school/trust. For example: Year 1, Year 2, Key Stage 2, EYFS, etc.
4. Custom filters available on request.
When your staff list is uploaded, the Welbee system will automatically assign them a job role and any other relevant filter from the job title you have provided, using our extensive filter library of over 8,000 education job titles.
Examples
Job title: Deputy Head will always be allocated Job role: Senior Leader
Job title: Head of Maths/English etc will always be allocated Job role: Middle Leader
Job title: Teaching Assistant will always be allocated Job role: Support Staff Classroom
Job title: Bursar will always be allocated Job role: Support Staff Non-Classroom
Job title: Year 1 Class Teacher will always be allocated Job role: Teaching Staff Classroom
Job title: French Tutor will always be Job role: Teaching Staff Non-Classroom
Once your staff list is uploaded, you can override any exceptions by downloading your current data, making the changes in the 'job role', 'department', 'Phase/Year' columns on the Excel Spreadsheet and re-uploading. This new information will override the existing data. Or by making a change manually using the 'edit' button.
As always, if in doubt please email support@welbee.co.uk or book a remote support meeting with one of our specialists by clicking here.
Protecting Anonymity - Scores will only report against these filters if 5 or more staff allocated to them participate in the survey. Please note, that even if more than 5 are allocated to a filter, a score will not show unless 5 or more from the filter complete the survey.
Manual upload instructions: Pro & Premium
Once the staff list template is filled in, click on the green upload Excel button and select the excel file you have just created or you can drag your file across to the box where the arrow is showing.
Your staff records will be added and will now show as a list within Staff management.
Editing and deleting staff records from within 'staff management'
You can edit or delete existing records and allocate user rights to other staff which will mean they have their own login to the dashboard. You can maintain your staff list and will need to make sure it is updated before running future surveys and voice conversations.
You can edit or delete existing records and allocate user rights to other staff which will mean they have their own login to the dashboard. You can maintain your staff list and will need to make sure it is updated before running future surveys and voice conversations.
Privacy policy and GDPR compliance
We only collect the information that we need. Click on the links to see details of our Privacy Policy and how we comply with the General Data Protection Regulations. Please contact support@welbee.co.uk for further assistance with either of these areas.
⬇️ Download your Staff List Template - here ⬇️
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