Staff Management

Overview

Staff management allows you to create and manage accounts for your team members. Each staff member can be assigned a role, branch, department, and designation to define their responsibilities and access within the system.

Creating a New Staff Member

Step-by-Step Process

1. Navigate to Staff: Go to Organization > Staff Members and click "Add New Staff"
2. Enter Basic Information: Fill in the name, email address, and create a secure password
3. Assign Role: Select a role that defines the staff member's permissions
4. Set Organization Details: Assign to a branch, department, and designation
5. Save: Click "Create Staff Member" to save the new account

Required Fields

• Full Name
• Email Address
• Password
• Role

Optional Fields

• Branch
• Department
• Designation
• Phone Number

Staff Lifecycle

┌──────────┐     ┌──────────┐     ┌─────────────┐     ┌──────────┐
│  Create   │────>│  Active   │────>│  Suspended  │────>│ Deleted  │
│  Account  │     │           │     │  (Immediate │     │          │
└──────────┘     │           │     │   lockout)  │     └──────────┘
                  │           │     └─────────────┘
                  │           │           │
                  │           │           │ Reactivate
                  │           │<──────────┘
                  │           │
                  │           │     ┌─────────────┐
                  │           │────>│  Inactive    │
                  │           │     │  (Account    │
                  └──────────┘     │  preserved)  │
                        ^          └─────────────┘
                        │                │
                        │  Reactivate    │
                        └────────────────┘

Staff Status Types

Changing Status

1. Go to Organization > Staff Members
2. Find the staff member
3. Click the status toggle or edit button
4. Select the new status

Staff Actions

Available Actions

• Edit: Modify staff details and assignments
• Toggle Status: Change between active/inactive
• Resend Credentials: Send new login credentials via email
• Impersonate: Log in as this staff member for troubleshooting
• Delete: Remove the staff account (use cautiously)

Resending Credentials

Useful when a staff member forgets their password or needs a new login link:

1. Find the staff member in the list
2. Click the menu (three dots)
3. Select "Resend Credentials"
4. Staff receives an email with new password

Editing Staff Members

Editable Fields

• Name and contact information
• Role assignment
• Branch assignment
• Department assignment
• Designation
• Status

What Requires Re-login

• Password changes
• Role changes (permissions affected immediately)
• Status changes to inactive/suspended

Filtering and Searching

Filter Options

• By role
• By branch
• By department
• By status
• By designation

Search

• Search by name
• Search by email

Best Practices

1. Use strong, unique passwords for each staff member
2. Assign minimum required permissions for each role
3. Regularly review and update staff access levels
4. Set staff to inactive when they leave instead of deleting
5. Assign to departments for better organization
6. Use descriptive designations for clarity
7. Enable 2FA for staff with sensitive access

Troubleshooting

Staff Cannot Log In

1. Check if status is Active
2. Verify email address is correct
3. Try resending credentials
4. Check if role has required permissions

Missing Staff Member

1. Check filter settings
2. Look in inactive/suspended lists
3. Search by email instead of name

Next Steps

• Roles & Permissions -- Define what each staff member can access
• Branches -- Assign staff to office locations
• Hierarchy -- Visualize your organizational structure