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Staff

The Staff section allows administrators to manage team member records. This configuration is essential for assigning roles and responsibilities across various modules, including Styles, Compliance tasks, and Claims, ensuring clear accountability and streamlined workflows.

Company › Staff

Staff records represent the users who can access and perform actions within the platform. By maintaining an accurate and up-to-date staff list, you ensure that all tasks, approvals, and ownership assignments are correctly attributed. This is crucial for effective reporting, team collaboration, and overall organisational clarity.

The Staff section allows you to create and manage user accounts, assign Roles & Permissions, and control access across Style Details (Designer field), Claim and Compliance default members, Order Members, and other modules. Proper configuration ensures that the right people have appropriate access and that historical records remain traceable when staff members leave.

Managing Staff

Add Staff Member

  1. Click the Add New button at the top left.
  2. Complete the required fields in the pop-up form, such as name, role, and contact details.
  3. Click Save to add the new staff member to the system.

Add Staff

Edit Staff Member

  1. Click the pencil icon next to the staff member you wish to edit.
  2. Update the relevant information in the pop-up window.
  3. Click Save to apply the changes.

Edit Staff

Delete Staff Member

Single Deletion

Click the trash icon next to a staff member and confirm the action in the pop-up.

Single Delete Staff

Bulk Deletion

Select the checkboxes for multiple staff members, then click the main delete icon that appears at the top of the table.

Bulk Delete Staff

Disable Staff Member

  • If a staff member is no longer active but their record needs to be retained for historical data, change their status from Enabled to Disabled.
  • Disabled staff members will not appear as options in other parts of the system (e.g., default claim manager, default compliance members, order members).
  • This can be done directly in the list or via the toggle in the Edit pop-up.
Best Practice

It is best practice to Disable staff members who have been previously assigned to tasks or records. Deleting a staff member with historical associations can lead to data inconsistencies.

Other Actions

  • Filter by Status – Toggle the view between Enabled and Disabled staff records. Filter by Status
  • Filter by MFA – Filter staff members based on whether they have enabled MFA on their instance. Filter by MFA
  • Export – Download the current staff list as an .xlsx file. The exported file includes: Username, Email, Date (when the staff member first used an AI tool), Number of Requests (AI request count), Billing (AI billing status), Last Login, and Roles and Permissions. Exported File
  • History – Export a detailed change log of all edits and deletions in .xlsx format for auditing purposes.

Table Flexibility

Users can tailor the table layout using the following controls:

Feature Description
Sort by Ascending or Descending Reorder staff by clicking on any column header.
Pin Column Lock important columns in place whilst scrolling horizontally.
Autosize This Column Automatically resize the specific column to fit its content.
Autosize All Columns Applies autosizing on all columns.
Choose Columns Show or hide individual table columns.
Reset Columns Return the table to the default configuration.

Customise Table

Staff records are used across several modules. For detailed guidance, refer to:

Topic Description
Site Settings › Company › Roles & Permissions Assign roles to team members when creating or editing staff records; roles control access across Styles, Orders, Claims, and Compliance.
Style › Style Details The Designer dropdown is populated from Staff; assign designers to styles for traceability.
Site Settings › Claim › General Settings Configure Default Claim Manager and Default Members; only enabled staff appear in the dropdown.
Site Settings › Compliance › General Settings Set Default Members for compliance entries; only enabled staff appear in the list.
Order › Members Assign staff to orders; manage the list of available members in Staff.
Order › New Claim Assign staff members to claims; Staff and Claim Type are configured in Site Settings.
Site Settings › Order › General Settings Configure order-related member settings; the member list is managed in Staff.

Tip

  • Use the Disabled status when a team member leaves—this preserves historical data and maintains the integrity of past records.
  • Conduct regular audits by exporting the staff list and history log to ensure all information is current and roles are correctly assigned.
  • Ensure correct role assignment; accurate roles are crucial for streamlining approval workflows and ensuring tasks are routed correctly.
  • Configure roles before onboarding new staff to streamline user setup and avoid permission gaps.
  • Use the History feature to audit staff changes for data governance and compliance.

Troubleshooting

Why does a staff member not appear in Designer, order members, or default claim lists?

Only Enabled staff are offered in most assignment dropdowns across the platform.

Steps to resolve:

  1. Open Site Settings › Company › Staff and check Filter by Status.
  2. Edit the user and set status to Enabled if they should be selectable.
  3. Confirm their Roles & Permissions allow access to the module where you are assigning them.
How do I use the MFA filter?

Filter by MFA shows who has multi-factor authentication enabled on the instance.

Steps to resolve:

  1. Apply Filter by MFA to review coverage before tightening login policy.
  2. Pair results with your organisation’s MFA rollout plan; follow your internal IT process for users who still show as not enrolled.
What is the difference between disabling and deleting a staff member?

Disable keeps the user on historical records but removes them from new assignments; Delete can break traceability if they were linked to records.

Steps to resolve:

  1. Prefer Disable for leavers or role changes.
  2. Use Export and History before any deletion you are asked to perform, and only delete accounts that your policy confirms have no required history.