Skip to contentNavigate to the staff rosterAdd staff dataManage staff data and accessDownload staff rosterFrequently asked questions (FAQs)
Sync via your Student Information System (SIS)Bulk upload staff dataUpload data for an individual staff member
Click the ‘Bulk upload’ icon available at the top of the page. In the pop-up window, you are presented with two options:Download template with existing staff members: Use this option to edit your current staff roster. You can also use it to add new staff members alongside the existing ones.Download blank template: Use this option if you want to create a brand-new roster for a new cohort of staff. The system will not delete or overwrite existing staff members, if any, in your roster.Open the downloaded Excel (.xlsx) file and fill in the required details as instructed in the sheet. To complete the import, you must provide the First Name, Last Name, Email, and Display Title for each staff member. All other fields are optional and can be updated at a later time.Once you have filled out the template, upload it to add your staff.A confirmation screen will appear, showing a preview of staff members to be added and edited. Review the changes carefully, and if they are correct, click ‘Confirm upload’ to finalize the process.
Course editor: Can view and manage all modules of the courses they are added to.Course viewer: Can view the course-related modules like the home page, course plan, standards, and course configurations.Class teacher: Full edit access to all features of their classes.Observer: View-only access to all features of their classes.Teaching assistant: Grade assignments and manage weekly planners and has view access to all other class features.Substitute teacher: Mark attendance and has view access to all other class features.Basic details: Fill in the mandatory fields such as First name, Last name, and Email ID.Assign an account-level role: Assign an account-level role based on the level of access required across different sections of the platform. Staff added at school-level will have Basic account user role at account level by default.Next, assign school-level roles. A staff member can have a different role at each school. For e.g., a staff member may be a principal in one school but a teacher in another one. Choose from roles dropdown for each school the teacher is tagged to.Click ‘+ Add Courses/Classes’ to grant this special access.Use the Search bar or Grades filter to narrow down courses belonging to specific grades.Assign a course-level role from the dropdown menu: Course editor: Can view and manage all modules of the courses they are added to.Course viewer: Can view the course-related modules like the home page, course plan, standards, and course configurations.Assign a class-level role from the drop-down menu.
Add to classes: Assign selected staff members to classes.Download list of selected staff (xlsx): Export staff details as an Excel file.Logout staff from all devices: Remotely sign them out of all active sessions.Archive staff: Move selected staff members out of the active list while retaining their data.Download list of selected staff (xlsx): Export staff details as an Excel file.Restore staff: Move selected staff members back to the active list while retaining their data.
Edit staff details: Update profile information.Edit roles and programmes: Modify account-level or school-level roles and permissions.Edit courses/classes: Assign or update class and course access.Impersonate this user: View the platform as the selected staff member. Any changes made during this time are recorded against the user’s name.Logout staff from all devices: Sign the staff member out of all active sessions.Archive staff: Archive the staff member while preserving historical data.
This opens a Download staff list pop-up window where you can customize your data export. Under ‘Select data to download’, choose from two options:Filtered view: Exports only the data that matches the filters that are currently applied.All data: Exports a complete list of all staff members.Under Select columns, choose the specific information to include, such as UID, Display title, Role(s), and Classes.Click the ‘Download’ button to save the staff list as an Excel (.xlsx) file.
Toddle offers a centralised space to manage your school’s staff records efficiently. In this article, learn how to add new staff, edit details, and take bulk actions to keep records up to date.
This guide will cover how to:
Navigate to the staff roster
To begin, click the Toddle icon in the top-left corner of your homepage and select your school's ‘Admin portal’ from the dropdown menu.
Next, in the left-hand panel, go to Members → Staff members.
Add staff data
Toddle offers three ways to add staff data to your organization:
1. Sync via your Student Information System (SIS)
Staff data can be synced one-way from your existing SIS directly to Toddle, ensuring your records are always consistent and up-to-date.
Note: Read to see the list of SIS platforms we support for staff roster sync. For help with setup, reach out to your buddy.
2. Bulk upload staff data
Use this option to quickly add or update multiple staff records at once. This is ideal for adding new staff, editing existing details, and assigning them to classes in one go.
To use this feature:
Note: If the Staff UID column is left blank, Toddle will automatically generate a unique ID for each staff. Furthermore, all staff members will be automatically assigned the default 'Class Teacher' role once they're added to a class. You can change their role directly from the admin portal, once the upload is complete.
3. Upload data for an individual staff member
You can add staff members individually, whether you’re bringing a new teacher on board, adding special staff like counselors or administrators, or re-adding team members from a previous academic year.
3.1 Add a new teacher
To add an individual teacher, click the ‘+ Add staff’ button and select ‘Teacher’.
1. Basic Details: Fill in the required fields: First name, Last name, Schools, and Email ID.
Tip: If you leave the Staff UID blank, Toddle will automatically generate a unique ID.
2. Add to classes: Click ‘+ Add courses/classes’ to assign courses and classes to the teacher, along with a role for each.
2.1 Use the Search bar or Grades filter to narrow down courses belonging to specific grades.
2.2 Assign a course-level role from the dropdown menu:
2.3 Assign a class-level role from the drop-down menu:
Note: You may see additional roles in the dropdown if your school has got custom roles created.
3. Click ‘Add’ to confirm selection.
4. Once the details are correct, click ‘Add staff’ to finalize the profile.
3.2 Add special staff
This is for non-teaching staff who need platform access for administrative or support purposes. It includes School-level staff, such as school principals, or coordinators, who primarily work within a specific school, as well as Account-level staff, such as school directors or senior leadership, who operate at the account/organization level.
To add special staff:
Go to ‘+ Add staff’ → Select ‘ Special staff ‘ in the menu. And, choose 'Account staff’ or ‘School staff’ from the menu.
2. Assign roles:
These roles may vary if your school has got custom roles created. To understand how you can configure roles and permissions for your staff members, check out .
3. Add to classes (optional): This is an optional step to grant special access to the staff beyond their default access roles based on the account/school level role.
Note: You may see additional roles in the dropdown if your school has gotten custom roles created.
4. Click ‘Add’ to confirm selection.
5. Click ‘Add staff’ to create the profile.
3.3 Add from a previous academic year
Click the ‘+ Add staff’ button and select ‘Add from other academic years’ to open a pop-up window showing only staff not currently active in the current academic year.
1. Use the Filters to find a specific person and select the staff members you want to add.
2. Review and edit their account role, mapped programmes, and school-level roles, if needed. Once confirmed, click ‘Next’.
3. You will be redirected to a new pop-up to assign classes. Click the ‘+’ icon next to a staff member's name.
4. Use the Search bar or Grades filter to find and check the classes you want to assign. Assign a class-level role from the drop-down menu. Once done, click on ‘Add classes’.
5. Review the summary of classes you have assigned to each staff member. You can use the pencil icon to edit assignments. Click ‘Done’ to confirm assignments.
6. A final ‘Confirm staff enrollment’ pop-up will appear. Click ‘Confirm’ to complete the process.
Manage staff data and access
Use the bulk actions or the individual level three-dot menu on the Staff page to assign classes, update roles, and manage other staff-related actions.
Bulk actions
Use the Bulk actions menu to perform common actions on multiple staff members at once.
Select one or more staff members using the checkboxes, click Actions in the floating bar at the bottom, and choose the action you want to apply to all selected staff members.
The list of actions available is contingent on the status of the staff:
For active staff members:
For archived staff members:
Individual actions
Use the three-dot menu next to a staff member’s name to manage that staff member individually.
Note: For archived staff members, use the three-dot menu to restore their status to active members.
Download staff roster
You can download the staff roster for your school by clicking on the ‘Download icon’ located at the top of the page.
Frequently asked questions (FAQs)
Q1. During bulk upload, what should I do if my spreadsheet fails to upload?
An ‘Upload failed’ pop-up will appear with a summary of errors, including the row number and a description. You can download a detailed error list or correct the issues in your file and try again.
Q2. Can a staff member be a part of multiple schools in Toddle?
Yes, a staff member can belong to multiple schools at a time in Toddle.
Q3. What happens when a staff member is archived?
Archiving a staff member moves them out of the active list and into archived records, while keeping their data intact. Archived staff members can no longer log in to your school’s Toddle account or be assigned to classes, but the classes they were previously associated with remain unaffected. If needed, you can easily restore archived staff members from the Admin portal.
We trust you found the information you were looking for. For further guidance, explore our collection of related articles.
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