Staff

Overview

The Staff page is used to manage staff member accounts in the system.

Use this page to:

• View registered staff.
• Register a new staff member.
• Edit staff member details.
• Suspend or enable staff member access.
• Reset a staff member password.
• Remove staff member accounts.
• Review staff member status, role, who created the member, and last activity.

This page helps administrators keep staff member access accurate and up to date. It also supports account recovery and access control workflows.

Before you begin

Required permissions

• You must have permission to add staff
• You must have permission to edit staff
• You must have permission to view staff
• You must have permission to register staff
• You must have permission to remove staff
• You must have permission to reset password for staff
• You must have permission to enable/suspend staff

info

Access to Staff page and staff management are controlled by role permission group called "Users".

Preconditions

• At least one role must exist before you register a staff member.
• Staff member email addresses must be valid and reachable.
• The staff member must have access to the email inbox used during registration or password reset.
• SMTP must be configured to send one-time codes for registration and password reset.

Dependencies

• SMTP configuration is required for:
  • Sending one-time registration codes.
  • Sending one-time password reset codes.
• Role configuration is required to assign a role to a staff member.

Important limitations

warning

• If SMTP is not configured, registration and password reset codes cannot be sent.
• Available bulk actions depend on the status of the selected staff.

Page layout

Page header

Callout	UI element	Description	When to use
1	Page title and staff members count	Shows the current page name: Staff and shows the number of staff members currently available.	Use to confirm that you are on the staff management page.
2	+ add icon	Opens the Register staff member modal window.	Use to register a new staff member.
3	Three dot icon button	Shows actions for selected staff. Available buttons can include Suspend, Enable, Edit, Reset password and Remove.	Use after selecting one or more staff in the grid.

Register staff member modal

The Register staff member modal opens when you select the + add icon.

Callout	UI element	Description	When to use
1	Modal title	Shows the modal name: Register staff member.	Use to confirm that you are creating a new staff member account.
2	Name field	Stores the staff member name.	Use to enter the staff member display name.
3	Email field	Stores the staff member email address. The system sends a one-time registration code to this address.	Use to enter the staff member email address for account registration.
4	Phone field	Stores the staff member phone number.	Use to enter contact information for the staff member.
5	Country field	Stores the staff member country or location.	Use to specify the staff member location shown in the grid.
6	Belong to role field	Assigns the staff member to a role.	Use to control what the staff member can access.
7	Cancel button	Closes the modal without saving changes.	Use when you do not want to register the staff member.
8	Save button	Registers the staff member when all required fields are valid.	Use to create the staff member account and send a one-time registration code by email.

Staff grid

The staff grid lists registered staff members and their account details.

Callout	UI element	Description	When to use
1	Checkbox	Selects one or more staff members.	Use to show the bulk actions menu in the top-right area of the page.
2	Name & email column	Shows the staff member name and email address.	Use to identify the staff member account.
3	Contact details column	Shows the staff member phone number and location.	Use to review staff member contact and country information.
4	Role column	Shows the role assigned to the staff member.	Use to verify that the staff member has the expected access level.
5	Last activity column	Shows the date and time of the staff member's last activity.	Use to review recent account activity.
6	Created by column	Shows who created the staff member account.	Use to audit account ownership or setup history.
7	Status column	Shows the current staff member status: Online, Offline, or Suspended.	Use to understand whether the staff member account is active, inactive, or suspended.
8	Row actions menu	Shows a three vertical dots menu for the staff member row.	Use to edit, suspend, enable, reset password, or remove a specific staff member.

Row actions menu

Each staff member row has a three vertical dots menu. The actions in the menu depend on the staff member status.

Callout	UI element	Description	When to use
1	Edit	Opens the Edit staff member modal with the current staff member details.	Use to update staff member information, such as name, email, phone, country, or role.
2	Suspend	Changes an active staff member account to Suspended. Available for staff with Online or Offline status.	Use to disable access for an active staff member account.
3	Enable	Changes a suspended staff member account back to an active state. The status changes to Online or Offline.	Use to restore access for a suspended staff member account.
4	Reset password	Opens the Reset password modal. After saving a valid reason, the system sends a one-time password reset code to the staff member email address.	Use when a staff member needs to reset their password. SMTP must be configured.
5	Remove	Removes the staff member account from the staff grid.	Use when the staff member account should no longer be listed.

Edit staff member modal

The Edit staff member modal opens when you select Edit from a row actions menu or a supported bulk actions menu.

Callout	UI element	Description	When to use
1	Modal title	Shows the modal name: Edit staff member.	Use to confirm that you are editing a staff member account.
2	Name field	Stores the staff member name.	Use to enter the staff member display name.
3	Email field	Stores the staff member email address. The system sends a one-time registration code to this address.	Use to enter the staff member email address for account registration.
4	Phone field	Stores the staff member phone number.	Use to enter contact information for the staff member.
5	Country field	Stores the staff member country or location.	Use to specify the staff member location shown in the grid.
6	Belong to role field	Assigns the staff member to a role.	Use to control what the staff member can access.
7	Cancel button	Closes the modal without saving changes.	Use when you do not want to update the staff member.
8	Save button	Updates the staff member when all required fields are valid.	Use to update the staff member account.

Reset password modal

The Reset password modal opens when you select Reset password from a row actions menu or a supported bulk actions menu.

Callout	UI element	Description	When to use
1	Modal title	Shows the modal name: Reset password.	Use to confirm that you are starting a password reset workflow.
2	Reason field	Dropdown used to select the reason for the password reset (Account is compromised, Requested by user, Password Rotation, Other).	Use to record why the reset was requested.
3	Cancel button	Closes the modal without sending a code.	Use when you do not want to continue with the password reset.
4	Save button	Saves the reset request when the reason is valid.	Use to send a one-time password reset code to the staff member email.

Pagination controls

Pagination controls appear at the bottom of the staff grid.

Callout	UI element	Description	When to use
1	Previous and next arrows	Move between pages in the staff grid.	Use when the staff list has more records than the current page can show.
2	Range indicator	Shows the current range and total number of staff, for example, 1-15 of 56.	Use to understand where you are in the staff list.
3	Staff per page selector	Controls how many staff appear on one page. Available values are 10, 15, 50, 100, and 200.	Use to change the grid page size.

How to use this page

Register a staff member

Goal:

• Create a new staff member account and send a one-time registration code to the staff member email address.

Steps:

1. Open the Staff page.
2. Select the + add icon.
3. In the Register staff member modal, enter the staff member name.
4. Enter the staff member email address.
5. Enter the staff member phone number.
6. Enter or select the staff member country.
7. Select a value in Belong to role.
8. Select Save.

Expected result:

• The staff member is registered.
• A one-time registration code is sent to the staff member email address.
• The staff member appears in the staff grid.

warning

SMTP must be configured before the system can send the one-time registration code.

Edit a staff member

Goal:

• Update staff member information, such as name, email, phone, country, or role.

Steps:

1. Open the Staff page.
2. Find the staff member in the grid.
3. Select the three vertical dots menu for the staff member.
4. Select Edit.
5. In the Edit staff member modal, update the required fields.
6. Select Save.

Expected result:

• The staff member record is updated.
• The updated values appear in the staff grid.

Suspend a staff member

Goal:

• Disable access for an active staff member account.

Steps:

1. Open the Staff page.
2. Find a staff member with Online or Offline status.
3. Select the three vertical dots menu for the staff member.
4. Select Suspend.

Expected result:

• The staff member status changes to Suspended.
• The staff member is no longer treated as an active account.

Enable a suspended staff member

Goal:

• Restore access for a suspended staff member account.

Steps:

1. Open the Staff page.
2. Find a staff member with Suspended status.
3. Select the three vertical dots menu for the staff member.
4. Select Enable.

Expected result:

• The staff member status changes from Suspended to Online or Offline.
• The staff member account becomes active again.

Reset a staff member password

Goal:

• Send a one-time password reset code to the staff member email address.

Steps:

1. Open the Staff page.
2. Find the staff member in the grid.
3. Select the three vertical dots menu for the staff member.
4. Select Reset password.
5. In the Reset password modal, select a reason:
   • Account is compromised
   • Requested by user
   • Password Rotation
   • Other
6. Select Save.

Expected result:

• The password reset request is saved.
• A one-time password reset code is sent to the staff member email address.

warning

SMTP must be configured before the system can send the one-time password reset code.

Remove a staff member

Goal:

• Delete a staff member from the staff grid.

Steps:

1. Open the Staff page.
2. Find the staff member in the grid.
3. Select the three vertical dots menu for the staff member.
4. Select Remove.

Expected result:

• The staff member is removed.
• The staff member no longer appears in the grid.

warning

Removal affects the staff member record shown in the grid. Confirm that the account should be removed before you use this action.

Select staff for bulk actions

Goal:

• Select one or more staff members and use the top-right actions menu.

Steps:

1. Open the Staff page.
2. Select the checkbox for one or more staff members.
3. Review the top-right area of the page.
4. Select the three vertical dots menu.
5. Choose an available action.

Expected result:

• The selected action is applied to the selected staff member or staff members, if supported by their statuses.

note

If selected staff members have different statuses, the menu still appears. Some actions may depend on whether the selected staff are active or suspended.

Change the number of staff shown per page

Goal:

• Change how many staff appear in the grid.

Steps:

1. Go to the bottom-right area of the staff grid.
2. Open the staff per page selector.
3. Select one of the available values:
   • 10
   • 15
   • 50
   • 100
   • 200

Expected result:

• The grid updates to show the selected number of staff per page.

Move between staff pages

Goal:

• Navigate through multiple pages of staff.

Steps:

1. Go to the bottom-left area of the staff grid.
2. Select the next arrow to move forward.
3. Select the previous arrow to move back.
4. Review the range indicator, for example, 1-15 of 56.

Expected result:

• The grid shows the selected page of staff.
• The range indicator updates.

Field and option reference

Register staff member and Edit staff member fields

Name	Description	Accepted values	Behavior	Restrictions	Default value
Name	Staff member display name.	Text.	Shown in the Name & email column.	Must contain less than 255 characters.	Empty for registration. Current staff member name for editing.
Email	Staff member email address.	Valid email address.	Used for registration and password reset one-time codes.	Must be valid before saving. SMTP must be configured to send email.	Empty for registration. Current staff member email for editing.
Phone	Staff member phone number.	Phone number text.	Shown in the Contact details column.	Must contain less than 20 characters.	Empty for registration. Current staff member phone for editing.
Country	Staff member country or location.	Country or location value.	Shown in the Contact details column.	Must not be empty.	Empty for registration. Current staff member country for editing.
Belong to role	Role assigned to the staff member.	Existing role.	Controls the staff member's access level.	A role must exist before it can be assigned.	Empty for registration. Current staff member role for editing.

Staff member status values

Name	Description	Accepted values	Behavior	Restrictions	Default value
Online	The staff member account is active and the staff member is currently online.	Not specified.	The staff member can use the system. The row actions menu shows Edit, Suspend, Reset password, and Remove.	Can be changed to Suspended by using the Suspend action.	Not specified.
Offline	The staff member account is active, but the staff member is not currently online.	Not specified.	The staff member account remains active. The row actions menu shows Edit, Suspend, Reset password, and Remove.	Can be changed to Suspended by using the Suspend action.	Not specified.
Suspended	The staff member account is suspended.	Not specified.	The staff member is not treated as an active account. The row actions menu shows Edit, Enable, Reset password, and Remove.	Can be changed to Online or Offline by using the Enable action.	Not specified.

Reset password fields

Name	Description	Accepted values	Behavior	Restrictions	Default value
Reason	Reason for resetting the staff member password.	Account is compromised, Requested by user, Password Rotation, Other.	Required before saving the password reset request.	A valid reason must be selected.	Other.

Staff grid columns

Name	Description	Accepted values	Behavior	Restrictions	Default value
Checkbox	Selects staff members for bulk actions.	Selected or not selected.	Shows the bulk actions menu when one or more staff members are selected.	Available actions depend on selected staff member statuses.	Not selected.
Name & email	Staff member name and email address.	Values saved in the staff member record.	Used to identify the staff member.	Email must be valid for registration and password reset email delivery.	Not applicable.
Contact details	Staff member phone number and country or location.	Values saved in the staff member record.	Used to review contact and location details.	Exact validation rules are not specified.	Not applicable.
Role	Role assigned to the staff member.	Existing role.	Indicates staff member access level.	Role management must be configured separately.	Not applicable.
Last activity	Date and time of the staff member's last activity.	Date and time format, for example: 12:08:58 PM Tue 5 May, 2026.	Used to review account activity.	Shown only when login data exists.	Not specified.
Created by	User who created the staff member account.	Existing creator value.	Used for audit and review.	Cannot be edited.	Set when the staff member is created.
Status	Current staff member account state.	Online, Offline, Suspended.	Controls which row actions are available.	Status changes are made through Suspend or Enable actions.	Not specified.

Tips

tip

• Review the staff member email before saving. Registration and password reset codes are sent to that address.
• Assign the correct role during registration to avoid access issues later.
• Use the staff per page selector when reviewing large staff lists.
• Check the Last activity column when investigating inactive or unused accounts.

Troubleshooting

The staff member was not registered

Possible causes

• Required fields were not completed.
• One or more fields contain invalid values.
• SMTP is not configured, and the system cannot send the one-time registration code.

What to do

1. Open the Register staff member modal again.
2. Confirm that all required fields are completed.
3. Confirm that the email address is valid.
4. Confirm that a valid role is selected.
5. Check SMTP configuration.
6. Select Save again.

The staff member did not receive the registration code

Possible causes

• SMTP is not configured.
• SMTP configuration is incorrect.
• The staff member email address is incorrect.
• The email was blocked, delayed, or sent to spam.

What to do

1. Verify the staff member email address.
2. Check SMTP configuration.
3. Ask the staff member to check spam or junk folders.
4. If the email address is wrong, edit the staff member and update the email.
5. Register again or use the appropriate recovery process.

The password reset code was not sent

Possible causes

• SMTP is not configured.
• The staff member email address is invalid.
• No reset reason was selected.

What to do

1. Open the staff member row actions menu.
2. Select Reset password.
3. Select a valid reason.
4. Select Save.
5. If the code is still not received, verify SMTP configuration and the staff member email address.

The expected action is not available

Possible causes

• The staff member status does not support the action.
• The selected staff have different statuses.
• You do not have permission to perform the action.

What to do

1. Check the staff member status in the Status column.
2. Use Suspend only for staff members with Online or Offline status.
3. Use Enable only for staff members with Suspended status.
4. If using bulk actions, review the statuses of all selected staff members.
5. Confirm that your role includes permission for the action.

The staff member still appears after removal

Possible causes

• The remove action was not completed.
• The grid did not refresh.
• You are viewing a cached or unchanged page.

What to do

1. Refresh the staff grid.
2. Search visually for the staff member again in the current page.
3. Check other pages by using the pagination controls.
4. Try the remove action again if the staff member is still present.
5. Contact an administrator if the staff member cannot be removed.

The staff member status did not change after Suspend or Enable

Possible causes

• The action was not completed.
• You selected an unsupported action for the staff member status.
• You do not have permission to change staff member status.
• The grid did not refresh.

What to do

1. Confirm the staff member's current status.
2. For Online or Offline staff members, select Suspend.
3. For Suspended staff members, select Enable.
4. Refresh the grid.
5. If the status does not change, check your permissions or contact an administrator.

The grid does not show all staff

Possible causes

• The staff list is split across multiple pages.
• The current page size is too small.
• The staff member was removed.
• The staff member was not registered successfully.

What to do

1. Review the range indicator, for example, 1-15 of 56.
2. Use the pagination arrows to move between pages.
3. Increase the staff per page value.
4. Confirm that the staff member registration was saved successfully.

Related pages

info

• Roles
• Permissions