Staff

The staff records, their accounts and their roles: add a staff member, give them a role until a date or with no end, and deactivate or restore them.

What it is for

Every staff member is a row here, with a login account and roles that decide which pages they open. A staff member is added here, then activates their own account from “First time?” on the sign-in screen, with their identity number or employee number; a link goes to their email when their row has one, or a code to the mobile on file when messaging is connected.

Who uses it

The page opens for whoever holds “View staff”, to look only, or “Manage people and staff”, to work in it. In the built-in roles: Owner, Manager. They are granted to any role under Settings → Roles and permissions.

Step by step

1. Press “+ Add staff member”, type the name, identity number and mobile, choose the job title and joining date (empty is today), and pick a role if you like.
2. To give a role, set its last day or remove it: the pencil on the member's row, then “Roles”.
3. To deactivate someone who has left: the bin; they are restored from “Deleted”.
4. To add many staff: “Import” from an Excel file.
5. To correct a member's identity number or joining date: the pencil on their row; an empty box keeps what is on file.
6. “Needs review” holds the staff an import saved with a problem you agreed to save past: correct the field with the pencil and they leave it by themselves, or press “Mark reviewed”.

How it works

An identity number is ten digits starting with 1 or 2 when the office's country is the Kingdom, elsewhere 8 to 15 digits; if it already belongs to a person in the office, the same person is used, unless they are already on the staff, which is refused. The employee number is given automatically (E0001…) when left empty, and it is the member's login: changing it changes the login too, and an empty box on an edit keeps it. The account is created “Not activated” and no invite is sent; with no role the member signs in to find no permission. A role covers “The whole office” unless a narrower reach is chosen when assigning, where narrower reaches exist; giving it again renews it. The “Last day” counts in full in the office's time, after which the role grants nothing, and removing a role applies from the next request, its line staying greyed. You can give only what you hold. You cannot remove your own owner role, nor end or deactivate the last owner with no end date; and only an owner deactivates or restores an owner. Deactivating disables the login account whatever its state, “Active” or “Not activated”, which signs them out at once; their set-password links are voided, and “First time?” and “Forgot your password?” find nobody; their roles are not ended, and come back with the restore. Restoring makes the account “Active” if it has a password, otherwise “Not activated”. Adding staff is for whoever holds “Manage people and staff”; roles are for whoever holds “Manage roles and permissions”. The identity number is corrected from the pencil under the add's rules; the number on file is never shown, and anyone else's is refused. The “Needs review” tab gathers those an import saved with a problem: the field and how it was saved, never its value.

On the page

• Search by the member's name or employee number.
• “Import” staff from an Excel file.
• The staff, “Needs review”, and the deleted ones.
• Each member's number, name, title and mobile, their account's state, and their roles with end dates. The pencil changes and gives roles.
• “+ Add staff member”: the name, identity number, mobile, job title, joining date and role.

Questions

I added a staff member, and at sign-in it says there is no permission.

No role was given. Give one with the pencil → “Roles” → “Assign”, or with “Role (optional)” when adding.

How do I give access for a limited time, to a freelancer for example?

Set the “Last day” when assigning. After it the role grants nothing and stays greyed; giving it again renews it.

Why can't I remove the owner role or deactivate this person?

They are the last owner with no end date, or the role is your own, or they are an owner and you are not. First give the owner role, with no end date, to someone else who has already signed in.

Neither WhatsApp nor SMS is connected: how does a member of staff activate their account or reset their password?

“First time? Activate your account” or “Forgot your password?” on the sign-in screen: they type their identity number, employee number or email, then choose “A link to the email”, when their row has an email. The link lasts an hour and works once; they choose the password there and are signed in. A code to the mobile comes only when messaging is connected.