§ 26 · People & institution

Staff portal

The staff portal is where an employee handles their own affairs: leave, documents, training, helpdesk and the staff directory. Its dashboard works for everyone; several of its inner pages are gated by permissions that are not currently granted to anybody.

What it is for

Your own employment record and requests.

Who can do it

Every employee

Needed first

A staff profile linked to your user account
The staff.portal.access permission — held by every staffed role

Where it ends

Requests that reach HR, and your own documents.

Getting in

Go to staff.cuo-ss.sektechsoftsolutions.co.ke and sign in with your email address or staff number, or use Staff Self-Service at the bottom of any admin sidebar. One login covers both.

The Staff Dashboard showing the employee's identity, staff number and the sidebar groups MAIN, EMPLOYEE SERVICES and SYSTEM. — **Staff Dashboard.** The sidebar groups your own affairs: Main (requests, library, special exams, announcements, calendar, meetings, security), Employee Services (workload, training, performance, helpdesk).

Item	What it is for
My Requests	Everything you have asked HR for, and where each has reached
Leave	Apply for leave and see your balance
Documents	Your contract, letters and payslips
Employment	Your record as HR holds it — designation, department, contract
My Library / Library Requests	Your borrowing, and requests for new resources
Special Exams	Special and supplementary examination requests
Announcements, Calendar, Meetings	Institutional notices and your diary
My Workload, My Training, My Performance	Teaching load, training record, appraisal
Helpdesk	Raise an ICT or facilities ticket
Security	Your own sign-in activity — worth checking occasionally
Directory	Contact details for colleagues

Which pages actually open

Verified on the live system

The staff portal is governed by fourteen permissions. Only three of them are currently attached to any role: staff.portal.access (which lets you in), staff_portal.submit_leave and staff_portal.submit_requests. The rest — including staff_portal.view_leave, view_documents, view_directory and view_approvals — are attached to no role and no user at all.

The practical effect: the dashboard and helpdesk open for everyone, and Leave, Documents, Employment, Directory and Approvals return not authorised for everybody — including a Super Admin. This is not a fault in your account, and requesting the permission for yourself will not help, because it is not granted to anyone.

Page	Permission	Currently
Dashboard	`staff.portal.access`	Open to all staffed roles
Helpdesk	—	Open
Apply for leave	`staff_portal.submit_leave`	Granted to 23 roles
Submit a request	`staff_portal.submit_requests`	Granted to 23 roles
View leave	`staff_portal.view_leave`	Granted to nobody
View documents	`staff_portal.view_documents`	Granted to nobody
Employment record	`staff_portal.view_profile`	Granted to nobody
Directory	`staff_portal.view_directory`	Granted to nobody
Approvals	`staff_portal.view_approvals`	Granted to nobody

What to do meanwhile

Use HR directly: leave through HR & staff, documents and employment details from your HR officer. If your institution wants the portal fully open, this is a single configuration change — attach the staff_portal.view_* permissions to the roles that should hold them, in Roles & Permissions.

The helpdesk

The staff Helpdesk screen for raising and tracking support tickets. — **Helpdesk.** Open to every signed-in member of staff. This is the right route for “I cannot open a screen I should be able to” — it creates a record ICT can work from, rather than a conversation in a corridor.

Worked example

Raising a ticket that gets fixed quickly

Say what you did	“Signed in to the admin portal as an Academic Registry Staff account”
Say where	The menu path, not just the page name: Students & Registry›Retake Authorizations
Say what happened	The exact message. If it named a permission, quote it: `semester-registration.retake-authorize`
Say what you expected	“To see the retake queue for the September intake”
Say when	The date and rough time — ICT can find it in the audit log
Do not attach	Screenshots containing other people's personal data

If the portal refuses

Symptom	Cause	Fix
Leave, Documents, Employment or Directory refuse	Those permissions are granted to nobody	Not your account. Use HR directly, and see the table above
You cannot sign in at all	No staff profile linked to your user account	HR links the profile and grants `staff.portal.access`
The dashboard shows the wrong staff number	Two staff profiles for one person	HR — merge them before anything else is done
Your workload looks wrong	It is computed from published timetable periods	Timetable
You lost access after a contract renewal	The old contract expired before the new one started	HR — Contract Renewals