How to Onboard New Hires

Assigned people within your institution will need to onboard new staff members to VIAS. When you hire a new staff or faculty member, you will need to do the following: 

 

First step is to create a VIAS employee account. 

1. Go to Admin > Accounts-Employee. 

2. Choose the campus the new employee will be working from. If the employee is working at more than one campus, choose one to be the employee's main campus. 

3. Go to the right of the screen and click, "Add Employee." 

4. Enter the employee's name.

5. Enter the employee's gender. 

6. Select work email.  This email will be the employee's username for VIAS.  It is very important to enter emails correctly.  This cannot be edited later.  Please enter a help ticket to edit VIAS usernames. 

7. Within the User Account tab, choose the main campus the employee will be working with.  Once the account is created, other campus permissions can be added. 

8. Within the employees tab, type in the employee's job title. 

9. Choose if the employee is staff or faculty.  Employees can be both.   Choosing faculty gives the role of instructor and adds employees to the faculty list.  

10. Choose employee status: full or part time

11. Click Save. 

To add Roles and School Permissions to the Employee's Account: 

Click on Accounts-Employees - After saving, you must go back into the employee's account to add job roles for the employee and any additional campuses. 

1. Search the employee's name.

2. Click on the employee's name you need to add roles for. 

3. To the right there are three tabs now: User Account, Roles, and Schools Permissions. 

4. Click on the Roles Tab.

5. Choose the role using the drop down arrow. 

6. Click "Add Role."  

 

7. Click on the School Permissions. 

8. Add each campus and school the employee will be working with. 

9. Click Save. 

 

You have created an employee account. The above steps are for those with administrator roles. 

 

For program directors or other department managers without admin access can use the steps below to create employee accounts. 

 

1. Go to the Admin Tab > Employees > click on Add/Edit.

 

2.  Enter the following information:

1. 1. Personal Info
   2. Emergency Contact
   3. VIAS Account
   4. Employment

3.  Click Save. 

4.  Next, go back to the Admin Tab > click on Employees.

5.  Click on the Employee’s name you added.

6.   Assign the employee a Twilio number that will be used for texting students and leads.

7.   Click Save.