Library, stores and HR guide

1.1Who this guide is for

The duties this guide covers, and what each one can do.

• Librarian: the catalogue, issuing and returning books, overdue books and fines.
• Storekeeper: store stock, the asset register and requisitions.
• HR / Secretary: approves staff leave.

1.2Activate your account with an invite code

Teachers, staff and learners do not sign up on their own. Your school adds you, and you get a personal invite code (or a link that has the code in it) to set up your login.

1. 1

   Get your code

   Your school administrator gives you a six-character invite code, for example A7X3K9, by SMS, WhatsApp, on paper, or as a link. The code only works for your account.

2. 2

   Open the activation page

   Tap the link you were sent, or go to skulbase.com, choose Sign in and then “Activate your account”. If you opened a link, the code is already filled in.

3. 3

   Check it is you

   Press Continue. Skulbase shows the name the school registered. If it is not you, choose “Not you?” and ask the school for the right code.

4. 4

   Choose how you will sign in

   Pick a username (one is suggested for you) and a password of at least 8 characters, or continue with Google. Adding an email address lets you reset your password yourself later.

5. 5

   You are in

   You are signed in straight away and land on the home page for your role.

Good to know: Each code can be used once. If yours says it has expired or was already used, ask your administrator to reset your account; they get a fresh code in seconds.

1.3Sign in

Once your account is active, sign in with your email address or username and your password, or with Google if you activated with Google.

1. 1

   Go to the sign-in page

   Open skulbase.com and choose Sign in.

2. 2

   Enter your details

   Type your email address or username, then your password, and press Sign In. Or press “Sign in with Google”.

3. 3

   Forgot your password?

   Choose “Forgot password?”, enter your email address, and type the six-digit code we email you along with a new password. This also works if you have only ever used Google, and afterwards both ways work.

Tip: Save skulbase.com to your phone’s home screen. It opens like an app and remembers you are signed in.

1.4Finding your way around

The menu only shows the pages your role can use. On a computer it runs down the left-hand side; on a phone the main pages sit in a bar along the bottom.

• On a computer, the arrow at the top of the menu makes it narrower (icons only) or wider (icons and names). Skulbase remembers your choice.
• Press the / key, or tap “Search menu”, to jump to any page by typing part of its name.
• Your name at the bottom of the menu opens your account menu: switch between light and dark appearance, or sign out.
• If you hold more than one role (for example an administrator who is also a class teacher), use “View as” in the account menu to switch views.
• On a phone, the bottom bar shows your four most-used pages. Everything else is under More.

2.1The catalogue

Add each title with its author, ISBN, category (set book, textbook, literature…), shelf and number of copies. “Available” shows how many are on the shelf.

2.2Issue and return books

On Loans, press “Issue book”: the book, the borrower (learner or staff), the date issued and the due date. Press Returned when it comes back.

3.1Stock and assets

Consumables (exercise books, chalk) have a quantity and a reorder level; assets (projectors, laptops) have a serial or tag number and a value. Items to reorder and the value on record are shown at the top.

3.2Approve and issue requisitions

Staff requests appear under Requisitions. Approve or reject each one; when you hand the items over press Issue, and the stock count goes down.

4.1Approve leave

Each request shows the staff member, type, dates, reason and who will cover. Press Approve or Decline.

1. 1

   Apply

   Press “Apply for leave”. Choose the type (annual, sick, maternity, compassionate and so on), the first and last day, and the reason.

2. 2

   Arrange cover

   Under “Lessons and duties to cover”, say who will take your classes or duties, so the timetabler can arrange cover.

3. 3

   Wait for a decision

   The request shows Pending until it is approved or declined. You can edit or cancel it while it is pending.

5.1Where to get help

This guide is always available from Help in the menu, and as a PDF you can download and print.

• Your school administrator can add or reset accounts, fix classes and subjects, and change school settings.
• For problems with Skulbase itself, use the contact page at skulbase.com/contact, or call 0740 129 444.
• When you report a problem, say which page you were on, what you pressed and what you expected. A screenshot helps.