# Employee List and adding staff

> Academium SMS Help › Employees
> For: School Owner, School Admin
> Web page: https://helpcenter.academium.com.ng/academium-sms/article/sms-adding-staff
> Last updated: 2026-10-06

Every member of staff has a staff record. It holds their employment details, their role and sign-in details, their salary and bank details, and their documents. Open **Employees**.

## Adding a member of staff

Choose **Add employee**. The form is in sections:

1. **Employment.** Role, designation, department, employment status and joining date. The **role** decides what they can see and do in Academium. See [Staff roles and permissions](https://helpcenter.academium.com.ng/academium-sms/article/sms-roles-and-permissions.md).
2. **Personal details.** Name, contact details, photo and anything your school records through [custom fields](https://helpcenter.academium.com.ng/academium-sms/article/sms-custom-fields.md).
3. **Sign-in details.** The username and password they sign in with.
4. **Pension.** Turn this on to record their pension provider and contribution rates. Pension providers must be added first. See [Pensions and PFA](https://helpcenter.academium.com.ng/academium-sms/article/sms-pensions-and-pfa.md).
5. **Bank details.** Used for paying salaries and for the bank payment template.

## Importing staff

To add many staff at once, use the staff import. It takes an **Excel** file, with role, designation and department as columns. Importing needs a paid plan.

## Employment status

The status decides whether someone can be given work and whether they are paid:

| Status | Current staff | Can be assigned classes and duties | On payroll |
| --- | --- | --- | --- |
| Active | Yes | Yes | Yes |
| On Probation | Yes | Yes | Yes |
| Corps Member (NYSC) | Yes | Yes | Yes |
| Intern | Yes | Yes | Yes |
| On Leave | Yes | No | Yes |
| Suspended | Yes | No | No |
| Resigned, Dismissed, Retired, Contract Ended | No (former staff) | No | No |

The staff list is grouped into tabs by role, with a **Current / Former** filter and a count for each status.

## The staff profile

A staff profile has tabs for **details**, **class schedule**, **salary**, **bank accounts**, **login & security**, **devices**, **documents** and **login history**. From the profile, an administrator can also **reset the person's PIN**.

## Getting staff signed in

Once a member of staff has a record, they can sign in:

- with their **username and password**, on the school network or in a browser; or
- with a **sign-in code**, which you issue from **Devices & Access**. See [Signing in with a staff sign-in code](https://helpcenter.academium.com.ng/academium-sms/article/sms-signing-in-with-a-staff-sign-in-code.md).

## Common issues

**A teacher does not appear when assigning a class teacher.** Check their employment status. Staff who are on leave, suspended or former staff cannot be assigned.

**The pension section says there are no providers.** Add your pension providers first, then edit the staff record.

## With Academium Surepass

Staff you add here can be brought into **Academium Surepass** and sign in there with their Academium password. See [Importing from Academium SMS](https://helpcenter.academium.com.ng/academium-surepass/article/sp-importing-from-academium-sms.md).

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