The people register

The people register

The people register is the trust’s master list of everyone — staff, pupils, governors, regular contractors. It feeds:

• The SCR (which checks apply, who’s overdue)
• The asset register (who has which device)
• The helpdesk (who raised this ticket, who’s the line manager for approvals)
• Identity (who has logins to what)
• Reporting (per-person, per-team, per-academy aggregates)

A person has one of five types: Staff, Pupil, Governor, Contractor, Parent. Each type unlocks different attribute sets.

Staff records

Staff records are the heaviest. Per staff member:

• Personal: name, preferred name, date of birth, gender, address, phone, NI number (encrypted at rest), emergency contacts
• Employment: start date, contract type, FTE, job title, role code, line manager, academy, department — stored on the Engagements tab
• Pay scale: the engagement stores a pay scale string (e.g. “M3”, “L5”) with a full pay-change history; FTE-adjusted figures are the trust’s own calculation
• Qualifications: degrees, QTS, certifications — with awarding institution, date awarded, and optional expiry
• SCR: a safer-recruitment summary is surfaced on the Overview tab if a linked SCR record exists
• Documents: contracts, ID copies, qualification PDFs — each with an issued/expiry date and expiry status badge
• Appraisals: cycle, scheduled date, reviewer, outcome, and rating
• CPD: continuing professional development log with hours, provider, and category
• Notes: general, HR, review, and meeting notes; confidential notes gated on people::confidential::view

Pupil records

Pupil records are leaner and tightly access-controlled. Per pupil:

• Personal: name, DOB, year group, form group, gender, ethnicity, UPN (Unique Pupil Number), admission date
• Emergency contacts: same contact structure as staff
• Documents, qualifications, notes: same tabs as staff records

Pupil access is gated by the strongest set of permissions in the platform. Even Trust IT directors don’t see most pupil data without an explicit safeguarding role — by design.

Governor + Contractor + Parent records

These use the same person record structure as staff, but with type-appropriate fields populated. Governors, contractors, and parents share the same personal details, documents, notes, and emergency-contact tabs. Their person type controls which parts of the platform they appear in (SCR checks for governors, helpdesk requester for contractors, etc.).

Source of truth

Where possible, the people register mirrors the MIS via Wonde or equivalent integration. Today the Wonde sync covers staff, schools and rooms only — pupil and parent records are maintained in the platform directly (the MIS remains their canonical source). See Wonde MIS integration for exactly what syncs.

Staff data is owned in the platform (or in the trust’s HR system if integrated). The platform mirrors the HR system if one exists.

The point: don’t double-key the data the sync covers. Staff records updated in the MIS appear in the platform within 24 hours.

Searching

The directory search bar finds people by name, email, UPN, or Teacher Reference Number (TRN). The type filter (Staff / Pupil / Governor / Contractor / Parent) narrows results further. The global cmd-K search offers a broader cross-module search including assets and tickets.

When someone leaves

Set the person’s Active flag to off and record a leaving date. The directory shows an “inactive” badge against their name. Inactive records keep all linked data — their SCR record, documents, notes, and engagement history all remain. Don’t delete — the audit trail depends on the record.

The structured off-boarding is handled by the Leavers checklist, which opens automatically when their engagement transitions to ended. Steps include disabling the platform account, revoking MFA enrolment, reclaiming IT assets, and handing over tickets.