Staff Directory

What it is

Manage staff members and their roles

Who it's for

Workspace Owner

Access & Scope

Property	Value
Module	staff-directory
Personas	workspace-owner
Scope	Workspace-level
UI Location	Dashboard > Staff

| Status | active |

UI Location

Dashboard > Staff

How it works

The Staff Directory allows workspace owners to manage staff members and their access to the workspace. It works as follows:

1. Staff Member Management:

   • Create new staff members with email, password, full name, and status
   • Edit existing staff member details
   • Delete staff members (with confirmation)
   • View all staff members in a table format

2. Custom Fields:

   • Workspace owners can define custom fields for staff members (similar to client custom fields)
   • Staff members can have additional information stored in these custom fields
   • Custom fields can be managed through a dedicated field manager

3. Permissions System:

   • Each staff member is assigned a set of permissions
   • Permissions control what actions staff can perform (e.g., staff.manage, task.read, etc.)
   • Permissions are displayed as a summary in the directory table

4. Status Management:

   • Staff members can be marked as "active" or "inactive"
   • Inactive staff members cannot log in but their data is preserved

5. Plan Limits:

   • The system enforces plan-based limits on the number of staff members
   • The directory displays remaining seats available based on the current plan
   • Adding new members is disabled when the plan limit is reached

6. Last Active Tracking:

   • The system tracks when each staff member was last active
   • This information is displayed in the directory table

The directory provides a centralized view of all team members and their access levels, making it easy to manage workspace permissions and team composition.

Settings

• Staff Status: Active or Inactive
• Custom Fields: Workspace-defined custom fields for staff members
• Permissions: Granular permission system controlling staff access
• Plan Limits: Maximum number of staff members based on subscription plan
• Field Management: Ability to create, edit, archive, and reorder custom fields

Permissions

• Workspace Owner: Full access to manage staff members, including create, edit, delete, and manage custom fields
• Staff Members: Cannot access the staff directory unless they have the staff.manage permission
• Permission Checks: All staff management actions require the staff.manage permission

Use Cases

1. Team Onboarding: Add new team members and assign them appropriate permissions
2. Access Control: Manage which staff members can perform specific actions in the workspace
3. Team Organization: Track team members, their status, and last activity
4. Custom Data Collection: Store additional information about staff members using custom fields
5. Plan Management: Monitor staff count against plan limits and upgrade when needed

Notes / Limits

• Staff directory is only accessible to workspace owners or staff with staff.manage permission
• Staff members cannot delete themselves
• Plan limits are enforced; adding staff members is disabled when the limit is reached
• Custom fields for staff are separate from client custom fields
• Deleted staff members are permanently removed; their historical data (sessions, etc.) may be preserved but they cannot log in
• Last active time is updated automatically when staff members use the system
• Staff members without the staff.manage permission see a locked message when trying to access the directory

Changelog

Mon Jan 15 2024 02:00:00 GMT+0200 (Eastern European Standard Time)

• Initial documentation