Who is this article for?

Administrators responsible for managing staff.

Administrator permissions are required.

This article explains how to add staff members, configure their roles and permissions, and manage their assignments within the system.

Adding a staff member

To add a staff member:

1. Go to Admin.
2. Select Staff.
3. Right-click and select Add Person from the dropdown menu, or select Add from the ribbon.
4. Complete the staff member properties in the expanded properties pane.
5. Click Save.

The following properties can be configured:

• User Type - Standard, Occasional, or Web (see application licensing)
• Title - Dr, Mr, Mrs, or Miss
• Forenames - the person's first name
• Surname - the person's last name
• Initials - the person's initials
• Org Unit - associates staff to organisational unit restrictions
• Departments - the departments a person is assigned to
• Manager - select from existing people (provides My Team in web modules)
• Email - email address
• Phone - contact phone number
• Job - job title from pick list (edit via segmentations)
• Time Sheet - whether Time Sheets should be created within a Time Sheet Period
• Active - whether the person is active or inactive (active users cannot be deleted)
• Start Date - user start date
• End Date - user end date
• Photo - a *.jpg file
• Signature - rich text typically used for report templates
• Unique ID - read-only for LDAP functionality
• Language - change another person's language (requires Admin level permission 'Manage Languages')
• Roles - select from pick list (defined in Manage Roles)

Person properties can be set in bulk (multi-select records) except for Roles, which must be set individually. Attachments may also be added using the Add functionality.

Adding an identity

An identity is a unique (system-wide) ID for a staff member, normally set to either a windows authentication or certificate thumbprint value (for example, \domain\kevin.hughes or 100e921bb3ae1276952af4ea4e5a293deb6368b91).

To add an identity:

1. Right-click on the staff member and select Add Identity from the drop-down menu, or single left-click and select Add Identity from the ribbon.
2. Complete the following fields in the properties panel:
   • Unique ID - a unique value for the staff member
   • Active - tick to enable or disable as required
3. Select Save.

Deleting a staff member

To delete a staff member:

1. Right-click the staff member you want to delete.
2. Select Delete from the menu.

Note

You cannot delete a staff member if they are active and being used. Users cannot be deleted if records within the system reference that person. In this case, consider making them inactive by clearing the active flag from their properties.