Employee Job Titles and Personal Email Info - where is it stored?

Jennifer Miller

How is everyone recording an employee's job title and personal email address in Blackbaud? For a new hire, I added our school and their title under Business, but that is something people have access to change. Is their a place to keep it as a matter of record?

Also, home email addresses? We often need to reach out to people before their employment date starts? Where is a safe place to store a home email address?

Shannon Krise

@Jennifer Miller We have not allowed our teachers or non teaching staff to edit their business info and job title. Is that something you want them to be able to edit and therefore need an alternate location, or would you rather just update their profile access? You can change the settings in Core under Security>Profile Access.

We don't keep a home email in blackbaud. If I were trying to set that up, I might repurpose a field we don't really use, maybe "mailbox #" (would need to educate staff that need to access) or the emergency contact email (which would allow you to include a label for home email) or possibly the personal bio. You could also add an admin view only field, but the view access on those is pretty limited. I think I would use the emergency contact emails, in fact, I may start doing that.

Jennifer Miller

@Shannon Krise
Thank you.

I think updating the profile access is a great solution for now. I did use the Emergency contact field for the home email address with our latest hire, so I'll keep trying that for awhile and see how it goes.

Appreciate your helpful response!

Nancy Kierstead

@Jennifer Miller
We do not allow Faculty/staff to edit their own information in their profile, but we use Profile Form (School forms) to allow them to update some of the fields annually.

We use one of our custom fields for personal email address and collect it via the Profile form.

We also use a school form to collect emergency contact information for teachers.

Job titles are not a field we add to the faculty/staff annual profile form. Our communications teams manages those as they show on the front end of the website and in the directory. We like to keep those formatted in a consistent fashion. We do need to be careful when we have a faculty parent, however. Parents are allowed to update their job title via an annual profile form, so I always let our Communications director know if/when a faculty/staff member changes their job title during the parent annual enrollment form period.