Getting Started: Personnel Setup

Before you can create visits in the system, you must ensure your staff list is correctly configured. The system requires specific roles to be assigned so they appear in your dropdown menus.

Mandatory First Step: You must email development@dsportal.uk to request your current user list spreadsheet. You cannot add leaders manually within the portal interface.

1. Required Roles for Every Visit

The system dictates that every organisation must have the following people assigned:

  • 2 Visit Leaders (Minimum requirement. Each leader must have a mobile phone number provided.)
  • 1 EVC (Educational Visits Coordinator. Normally requires Visit Manager access.)
  • 1 Head (Visit Approver. Requires Visit Manager, Visit Viewer, and Approver access.)
  • 2 Emergency Contacts (Minimum requirement. Each contact must have a mobile phone number provided).
Important Note: A person can have both a Visit Leader and an Emergency Contact role in the system, but the Visit Leader and the Emergency Contact cannot be the same person within the same single visit.
Compliance Requirement: The Headteacher must be designated as the final Visit Approver. The Headteacher holds ultimate legal responsibility for the health, safety, and safeguarding of students on any off-site activity, and as such must formally know of and sign off on visits to ensure regulatory compliance.

2. Understanding the Spreadsheet Columns

Contactable Can Delegated Services use this email address for contact purposes? Defaults to N unless specifically required for Delegated Services.
User Does the person need to be able to login to DS Portal? Highly recommended to set as Y for general visit staff so they can securely access trip information while out in the field. Must be set to Y if they are a Visit Manager or Visit Viewer.
Associated Associates the person with your organisation (GDPR/Data Security setting). Set to Y for all personnel added.
Tele Mandatory: The mobile phone number of the Visit Leader or Emergency Contact. These numbers are required for system validation. when completing visit form.
EVC You must have one. The person needs current EVC training accreditation. Normally configured with Visit Manager permissions.

Your Key Contact should add accreditation for EVC in staff administration module of the app see Staff & Role Management
H&S Contact The person for DS to contact about general Health and Safety queries.
Head Is the Headteacher and must also be a visit approver. Should be assigned Manager, Viewer, and Approver roles.
Key Contact The single person nominated for admin access (normally BM or Head). This person is the Key Contact for Delegated Services.
Newsletter Select Y to receive DS Newsletters and Bulletins.
Visit Leader Must be marked Y to appear in the Visit Leader selection on the visit form. Cannot be the active Emergency Contact on the same trip, and a valid mobile number must be provided in the Tele column.

Your Key Contact should add accreditation for Visit Leader in staff administration module of the app see Staff & Role Management
Visit Manager Can create and update visit records. Required for the EVC, Head, and any other staff responsible for building trips. Must also have the User column set to Y to enable system login.
Visit Approver The Headteacher. Granted the authority to sign off on submitted visit records.
Visit Viewer Can see visits but cannot edit them. Highly recommended for standard trip staff so they can view live data on-site. Must also have the User column set to Y to enable system login.
Emergency Contact Must be marked Y to appear in the Emergency Contact selection on the visit form. Cannot be the active Visit Leader on the same trip, and a valid mobile number must be provided in the Tele column.

3. Finalizing Setup

Once you have filled in the names and marked the appropriate columns (Y/N) for staff roles:

  1. Double-check that User Access is marked 'Yes' for anyone who needs to log in, including all Visit Managers and Visit Viewers.
  2. Return the completed spreadsheet to development@dsportal.uk.
  3. Once uploaded, your personnel will automatically appear in the relevant visit dropdowns.

⚙️ Admin & Role Management

Staff details and system roles are managed through the Admin portal. Access to this area is found on the Home Page or within the Visits module for authorised personnel.

Navigation Path

Admin > Manage People > [Find Person] > Edit

Role Administrative Capabilities
Key Contact (KC) Full Administrative Control:
  • Edit core person details (Name, Email, etc.)
  • Update all system roles
  • Manage and upload Accreditations
EVC Visit System Management:
  • Manage roles specifically associated with the Visits system
  • Verify staff compliance for upcoming trips
If an EVC needs to update a staff member's primary email address or core contact info but does not have the "Key Contact" role, they will need to coordinate with the organisation's KC to make those specific "Person Detail" edits.
VIDEO TUTORIAL

This video is also available to view in DSPortal.app at Help info > Help With Visits > Getting Started (MUST WATCH FIRST)

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