STAFF: Onboarding and Managing your Staff

On-Boarding New Staff Members

Your Staff consists of your employees and/or business partners. The Roles you assign them to will determine their level of access and authority to modify contents.

How do I add a Staff Member?

To get started, navigate to Flyout Menu > Manage Staff.

From here, click the  +Add Staff Member button.

A modal will appear with fields to fill out for your Staff Member.

Default Fields

The upload block is for you to upload an avatar and this can be a photo or image (Please note this is optional and if there is nothing uploaded the Staff Members initials will be used as the avatar)

Choose a Role for your Staff Member

CLICK HERE to learn more about Internal Roles

Now fill out their personal information (The Time Zone is the Time Zone for this Staff Member).


You have the option to add Automation during the creation of a Staff Profile, click the relevant 'Make a selection' or dropdown arrow to choose your pre-created Automation.

Email Audience: You have the option to add your Staff Member to an Email Audience. 

Folder Generator: If you are have created a Staff Folder Generator you can apply it now so it is added prior to the Staff Member accessing their Portal (Tip: The Folder Generator can generate with Files that are already added, this is a great way to share Company Procedures or information that needs to be accessible by Staff Members)

CLICK HERE to learn more about Folder Generators

Select LMS Product(S): LMS Products can be added to the Staff Members Portal.  This could be general LMS Products that are available to Clients and/or you could create OnBoarding or Staff only LMS products and apply them here.

CLICK HERE to learn more about LMS

On-Boarding FLOW: Staff On-Boarding FLOWs can be applied during the creation of the Staff Profile. If an On-Boarding Flow is assigned, it will be waiting for the Staff Member when they first log into their Portal.

CLICK HERE to learn more about FLOWs

Setting an Hourly Rate

If you would like to set an Hourly Rate to base on for payment to your Staff member, you can set it here. The value that is entered here will automatically be filled for this user whenever they create a new Timer in a Project. If you choose to Set the hourly rate as private, they will not be able to see this value (either in their Profile or when creating a new Timer). This is useful for instances where you are billing Clients a particular amount for a Teammate or Freelancer's work, but don't necessarily want that user to know that billing amount.

Staff Custom Fields

If you have created Staff Custom Fields they will be listed in the modal.  Any that you have created as Compulsory will show a star and you must add data in order to save the new Staff Profile.

CLICK HERE to learn more about Custom Fields

Sending the Portal Access Invitation

The Portal Access Invitation contains a link for the Staff Member to activate their account and set their password. If you choose NOT to send this Invite immediately the account will remain Inactive until you do.

How do I manage my Staff Members?

In Flyout Menu > Manage Staff you can click on the Options menu button (3 dots) next to any Staff Member to make changes to their account or to interact with them.

Edit: Update the information that was provided during creation.

Impersonate: This allows you to view the platform as this user would.

CLICK HERE to learn more about Impersonating

Send Message: Send a Message to your Staff Member. This will bring you to the Create New Message page with the recipient already selected.

CLICK HERE to learn more about Secure Messaging

Change Password: You can change the Staff Member's password if they are having trouble accessing the Portal.

Assign On-Demand FLOW: Once a Staff Member has a Profile, you can add On-Demand Staff FLOWs.

Apply Folder Generator: Staff Folder Generators can be added.

Set Inactive: Disable the Staff Member's access to the platform and remove them from any assigned Projects. They will be moved to the Inactive Staff tab.

How do I delete or restore a Staff Member?

Navigate to Flyout Menu > Manage Staff > Inactive Staff tab.

Set Active will move the Staff Member back to the STAFF tab. Or, you can Delete the Staff Member to completely remove them from the platform.

IMPORTANT: If you Delete an Inactive Staff Member it cannot be undone and you will need to create a new profile for them.