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Assign program staff and operating notes

Assign teaching staff and maintain operating notes for a program. Assigned staff and notes remain visible in the program workspace.

Status
Verified 2026-07-29 on build 40f78fa
Who can do this
Organization owners, Managers
Required access
members.change
Where in PositiveForm
/programs/:slug/staff
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Who this is for

This guide is for an owner or manager recording who usually runs a program.

Assigning somebody here says who teaches it. It does not change what they can do in PositiveForm: permissions come from their roles and direct grants, and they apply across the organization regardless of which programs they are on. See Manage staff access for access.

Before you begin

  • The people you are assigning need staff records already; see Invite staff.
  • Know that this is about who normally runs it, not who is rostered on a specific date. Date-specific detail belongs in a meeting note; see Manage program schedules.

Steps

  1. Open the program and click the Staff tab. It reads Assigned staff, for the staff who usually run or support this program.
  2. Tick each person who runs or supports it. Everyone with a staff record at your organization is listed.
  3. Click Save staff.

You can also reach this from the program Overview, where Action items offers Assign staff while nobody is assigned yet.

Expected outcome

The assigned staff persist on the program and stay visible in its workspace, so anyone opening the program can see who runs it without asking.

The assignment also shows on each person's own profile, under Teaches; see Maintain a staff profile. It is the same fact viewed from the other side, not a copy.

Nothing about their access changes. Assigning somebody to a program does not grant a permission, and removing them does not take one away.

Screenshots

The Staff tab, listing the staff who can be assigned to run this program
The Staff tab, listing the staff who can be assigned to run this program

Recovery

If saving fails, PositiveForm shows the reason and the assignment is unchanged.

If somebody you expect is not listed, they have no staff record at this organization yet; see Invite staff.

If an assigned instructor cannot do something you expected them to, this is not the place to fix it. Check their roles and direct grants in Manage staff access.

If you need to record who is covering one specific class, do not change the assignment. Leave a meeting note on that date instead; see Manage program schedules.