Managing Staff Lists

The addition and removal of staff is one of the most common tasks in L2. Each L2 account allows a single user to be connected, or affiliated, with a library location or a library agency. For more on accounts and library affiliations, see L2 Basics: Accounts, Affiliations, and User Permissions.  

Adding New Staff Members 

Before creating a new affiliation, determine whether a staff member already has a L2 account using the L2 Directory.  

To search for an existing user:  

1.  Log in to L2 using the purple login button in the top right corner. If already logged in, skip this step.   
2. Click "Directory" in the purple menu bar options at the top of the screen. 
3. Select the second purple tab labeled "People" to bring up People Search. 
4. Enter the staff member’s email in the "Search by Name/Keyword" box.  The search is keyword, so partial words should bring up the proper results. 
5. Click the "Search" button or press the "enter" key to perform your search. 

IF NO ACCOUNT IS FOUND, create a new account for each new staff member. See Create a New L2 User Account for instructions.  Be sure to first add a location affiliation and then an agency affiliation, if appropriate, for each new staff member.  

IF AN ACCOUNT ALREADY EXISTS, follow these steps for each new staff member: 

1. Add a Location Affiliation (Required for all L2 Users) 
   1. Click "Directory" in the purple menu bar options at the top of the screen to open Libraries Search.  
   2. Under "Search by Keyword", enter in the name of the library with which you’d like to create a new staff member affiliation. The search is keyword, so partial words should bring up the proper results. 
   3. Click on the library location to which you’d like to affiliate the staff member.  
   4. Click the purple Affiliations tab at the top to open the existing affiliations for that location. 
   5. Click the purple “Add an Affiliation” button located beneath the library location name.  
   6. Under User, type in the user's name to bring up a list of matches. This could be the email address, first name, or last name of the user. 
   7. Select the appropriate staff member's account that you want to affiliate with this agency. 
   8. Primary Affiliation: if this is the staff member’s primary work location, select the button labeled “Primary affiliation.” If this is a secondary location, select “Other affiliation.” 
   9. Under "Role/Access Group", select the appropriate level for the agency. This level indicates their access level for that agency. 
   10. In the Job Title field, enter in the user's job title. 
   11. In the Email field, enter in the email that should be used to contact the staff member. This does not need to be a unique entry. This email address will be shown to other logged in L2 users. 
   12. Optionally enter in the phone number and/or fax number for the staff member. 
   13. Indicate the staff member’s functions & responsibilities 
       1. For Academic, Public, & Special Libraries: 
          1. Indicate if the staff member holds a director or administrator position. If they do not, select “NA.” 
          2. For Library Board Members, indicate the appropriate position title or role. 
          3. If the staff member holds a management role, check the box next to the appropriate role from the items listed.  
          4. In the Key Contact – Regional System section, indicate if this staff member will serve as the library’s certification contact, system delivery contact, or Deals & Discounts contact by checking the appropriate box or boxes.  
          5. Check the boxes corresponding with the staff member’s appropriate job categories and responsibilities.  
       2. For School Libraries: 
          1. For non-library educators, select the button corresponding to the staff member’s role, Teacher or Superintendent. 
          2. In the Key Contact – Regional System section, indicate if this staff member will serve as the library’s certification contact, system delivery contact, or Deals & Discounts contact by checking the appropriate box or boxes.  
          3. Under Key Contact – Catalog Consortium, select any boxes corresponding to the role for which the staff member is a contact.   
          4. Check the boxes corresponding with the staff member’s appropriate job categories and responsibilities.  
   14. Verify that the published checkbox is checked; it should be checked by default. 
   15. Click the purple Save button at the bottom of the page to save the staff member's affiliation with the location. 
   16. Click the purple “View” tab at the top to return to the location page view. If the new staff member is a library administrator or director, proceed to “Add an Agency Affiliation” below. For all other staff members, verify the update was successful by clicking the purple “Staff List” button; no agency affiliation is needed.  
2. Add an Agency Affiliation (Agency Administrators Only) 
   1. From the library location page, click on the Agency name (in purple link) above the location name to get to the Agency page. 
   2. Click the purple Affiliations tab at the top to open the existing affiliations for that library agency. 
   3. Click the purple “Add an Affiliation” button located beneath the library agency name. 
   4. Under User, type in the user's name to bring up a list of matches. This could be the email address, first name, or last name of the user. 
   5. Select the appropriate staff member's account that you want to affiliate with this agency. 
   6. Under "Role/Access Group", select the appropriate level for the agency. This level indicates their access level for that agency. 
   7. In the Job Title field, enter in the user's job title. 
   8. In the Email field, enter in the email that should be used to contact the staff member. This does not need to be a unique entry. This email address will be shown to other logged in L2 users. 
   9. Optionally enter in the phone number and/or fax number for the staff member. 
   10. If the staff member is the primary administrator, click the Primary Administrator checkbox. (Note: Primary Administrator is reserved for individuals in charge of the library, such as Library Director or School Superintendent.) 
   11. Verify that the published checkbox is checked; it should be checked by default. 
   12. Click the purple Save button at the bottom of the page to save the staff member's affiliation with the location. 

Once you have added and saved the necessary affiliation, the user will appear in the agency's Staff List and the Affiliations list at the top of the page. 

Removing Staff Member Affiliation 

At some point, it’s inevitable that a staff member will depart from the library. When this happens, their L2 affiliations should be updated. As previously mentioned, there are two primary types of affiliations: location affiliations and agency affiliations. While most staff members are typically associated only with a library location, some may also have an affiliation with an agency. 

Removing a Staff Member from a Location 

NOTE: Once an affiliation is deleted, it cannot be recovered. Affiliations must be recreated if the user needs to be affiliated with the location again.  

To remove a staff member from a library location, perform the following steps:

1. Log in to L2 at https://librarylearning.org/. 
2. In the upper right corner, click on the Directory menu item. This should bring up the Libraries search. 
3. In the Search by Keyword textbox, enter the library location name with which the staff member is affiliated. (The search is keyword, so partial words should bring up the proper results.) 
4. Click the Search button or press the Enter key to perform your search. 
5. Click on the appropriate library location from the search results, which will bring you to the library location's page. 
6. Click the purple Affiliations tab at the top to display the existing affiliations for that location. 
7. In the Affiliations section, locate the staff member that you wish to remove. 
8. Click the Remove button next to the staff member's name. This will bring up a confirmation page. 
9. On the confirmation page, click the Delete button to delete the staff member's affiliation with the location. Otherwise, click "cancel" to not delete the affiliation. 

Removing a Staff Member from an Agency 

NOTE: Once an affiliation is deleted, it cannot be recovered. Affiliations must be recreated if the user needs to be affiliated with the location again. 

To remove a staff member from an agency, perform the following steps: 

1. Log in to L2 at https://librarylearning.org/. 
2. In the upper right corner, click on the Directory menu item to bring up the Libraries search. 
3. In the Search by Keyword box, enter the library location name in which the the staff member is affiliated. (The search is keyword, so partial words should bring up the proper results.) 
4. Click Search or press the Enter key to perform your search.  
5. Click on the appropriate library location from the search results. 
6. Directly above the name of the library location is the agency's name. Click on this to bring up the agency page. 
7. Click the purple Affiliations tab at the top to display the existing affiliations for that agency. 
8. In the Affiliations section, locate the staff member you wish to remove. 
9. Click the Remove button next to the staff member's name to bring up a confirmation page. 
10. On the confirmation page, click Delete to remove the staff member's affiliation with the agency.  

If you need further assistance, contact us or visit L2 Help: https://librarylearning.org/help.