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 > People Management > Staff Directory

note

The Staff Directory is part of the People Management section, which also includes Client Directory and Referrals. The available tabs are controlled by workspace menu configuration.

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