Personnel Management

The article provides detailed information on managing personnel, including roles, permissions, adding personnel, and key dashboards. 

Contents

• Roles and Permissions
  • Creating roles and permissions
• Personnel Dashboard
  • Adding, inviting, and merging personnel
  • Searching and filtering Personnel 
• Personnel Details
  • Profile Management 

Roles and Permissions

Users' access to the system depends on their assigned roles and permissions. The table below highlights the borders between these categories. 

Creating roles and permissions

Due to the database infrastructure, Sennen configures all permissions and roles in the system. If a new role or permission is needed, please contact our Sennen Support Team. 

Personnel Dashboard

The personnel dashboard is a management space to manage all users in the system. It includes functionality to add, invite, search, and filter personnel. If a system user is responsible for managing personnel, they may have permission to access information in this dashboard. The dashboard is located in the 'Admin' module > Personnel.

On the user list, you will see the first and last name, organisation, roles, last login date, status, and account status of each user. When clicking on a user, a pop-up will appear with additional Personnel Details.

What is the difference between status and account status? 

• Status - indicates whether a person is 'active' within the system, has 'left' or has been 'archived'. 
• Account Status -  indicates whether a person has been invited to use the system. A personnel is only active in the system when they have not left or been archived, and have been provided with a 'Role'. 

Adding, inviting, and merging personnel
Adding personnel

To 'add' a personnel means that they can access the system without an invitation to sign in with a user account. If the need arises the user can be invited to the system in the future, more information can be found on this in profile management.

Steps:

1. Click 'Add person'
   
2. Add new user model: populate fields First name, Last name, Organisation > Click 'Add Person'
   
3. The person is successfully added

NOTE: required fields are indicated by a red exclamation mark

Inviting personnel

Inviting users will add the user to the system and send an invitation email requesting them to sign in with a user account. If this option is used, ensure their personnel details are subsequently completed.

Steps:

1. Click 'INVITE NEW USER'
2. Add new user model: populate fields First name, Last name, Organisation > Click 'Add Person'
   
3. Configure roles model: Click on ' + Add role' > Select role from dropdown > Click 'Continue'
   
4. Project model: Select the desired projects the personnel will be added to > Click add  (the role is now assigned to the personnel)
   
5. Click 'Invite as User' > enter personnel email address > click 'Invite as user' 
6. The person is successfully invited
7. Populate subsequent personnel details

Merging personnel 

If a duplicate account is created, the original and duplicate can be merged into one account. This process cannot be reversed.

Steps:

1.  Locate the user's primary account using the search functionality 
   
   Please note: the primary account should be the one with the most information, and if they are a system user the one containing system role/s.
   
   
2. Click ‘Merge’ 
3. Select the personnel to merge in the dropdown 'Please select duplicate personnel'. 
   
   Please note: the secondary account will be deleted - it will be highlighted in the pop-up. 
   
   
4. Click'Merge'
   
   

Searching and filtering Personnel 

Searching

Personnel can be easily found by using the search functionality at the top of the dashboard, simply start typing and the relevant personnel will be shown.

Filtering 

On the left-hand side, personnel can be filtered by Organisation, Roles, Projects, Status, and Account Status. Users can add as many filters as they would like and remove them individually by clicking on the 'X' or by clicking on the 'X Clear Filters' button.

Please note: When landing on the personnel dashboard, the 'active personnel' status filter is automatically applied. 

Saved Views

Users have the ability to save filters as 'Views'. This allows users to quickly filter the personnel data, without having to select each filter.  

Steps

1. Go to Assets > Personnel
2. Apply chosen filters
3. Click on the downward arrow next to 'View' 
   
4. Click on 'ADD CURRENT VIEW'
5. Enter view 'Name' 
6. Select whether the view is not shared (personel view) or is shared with other users
7. Save

Personnel Details

Every user has their own profile page which users with the appropriate permissions will use to manage a personal's information and access to the system. On the page, additional details such as last login date, app join date, ID etc can be found. 

Please note: There are several permissions within the profile screen, so only users with the relevant permissions can edit fields, invite users and deactivate or reactivate accounts.

Profile Management

On each user's profile,  there are multiple buttons for managing a user's system account. The buttons will change depending on the users' current account status.  In the table below, the use for each status is described. 

If you have any further questions or require assistance on this topic, please contact our support team by raising a Freshdesk ticket and referencing this article.