Adding Staff Members

# Adding Staff Members ## What You'll Learn This guide covers how to add new team members to RecSystems: - Creating user accounts - Setting appropriate roles - Understanding permissions - Managing the onboarding process - Handling temporary passwords ## Prerequisites - Admin or Super Admin role - Access to Dashboard → Users - Understanding of [user roles](user-roles-permissions.md) ## User Roles Overview Before adding staff, understand the three roles: **Employee** - Process bookings - View reports - Basic operations - Cannot manage users **Admin** - All employee permissions - Manage settings - Add/edit employees - Cannot add admins **Super Admin** - Full system access - Add any user type - Manage all settings - Account-wide control ## Adding a New Staff Member ### Step 1: Navigate to Users 1. Go to **Dashboard → Users** 2. Click **Add New User** button ### Step 2: Enter User Information **Required Fields:** - **Email** - Must be unique - **First Name** - Staff member's first name - **Last Name** - Staff member's last name - **Role** - Select appropriate access level **Optional Fields:** - **Phone Number** - For contact purposes ### Step 3: Select Role Choose the appropriate role based on responsibilities: **Employee** - For: - Front desk staff - Rental agents - Part-time help - Seasonal workers **Admin** - For: - Managers - Supervisors - Full-time staff - Trusted employees ### Step 4: Create Account 1. Review all information 2. Click **Create User** 3. System generates temporary password 4. Note the temporary password shown ### Step 5: Share Credentials The new user receives: - Welcome email with instructions - Temporary password - Link to sign in - Confirmation instructions **Also share manually:** - Copy temporary password - Send via secure method - Instruct to change immediately ## The Welcome Process ### Automatic Email New users receive an email containing: - Welcome message - Account name - Sign-in link - Temporary password - Instructions to confirm email ### Email Confirmation Users must: 1. Click confirmation link in email 2. Confirms email address 3. Activates account 4. Allows sign-in ### First Sign-In On first login, users: 1. Enter email and temporary password 2. Are prompted to change password 3. Set up their profile 4. Access the dashboard ## Managing User Access ### Viewing All Users The users index shows: - Name and email - Role assignment - Account status (Active/Inactive) - Confirmation status - Last login time ### Filtering Users Find specific users by: - **Search** - Name or email - **Role** - Employee/Admin/Super Admin - **Status** - Active/Inactive - **Confirmation** - Confirmed/Unconfirmed ### User Actions For each user, you can: - **View** - See details - **Edit** - Update information - **Deactivate** - Temporarily disable - **Reset Password** - Send new temporary - **Resend Confirmation** - New confirmation email ## Temporary Passwords ### How They Work - System generates secure password - Valid for first login only - Must be changed immediately - Expires after 24 hours ### Password Requirements New passwords must be: - At least 8 characters - Include mixed case - Include numbers - Include special characters ### If Password Expires 1. Click **Reset Password** for user 2. New temporary password generated 3. User notified via email 4. Share new password securely ## Deactivating vs Removing ### Deactivating Users Use when staff: - Takes leave of absence - Seasonal employee off-season - Temporary suspension - May return later **Effects:** - Cannot sign in - Preserves all data - Can be reactivated - Maintains history ### Removing Users Use when staff: - Permanently leaves - No longer needs access - Was added by mistake **Effects:** - Removes from this account only - User can still access other accounts - Cannot be undone - Preserves booking history ## Bulk Operations ### Multiple User Actions Select multiple users to: 1. Check boxes next to names 2. Choose bulk action: - Deactivate selected - Reactivate selected 3. Confirm action **Note:** You cannot bulk modify your own account. ### Exporting User Data 1. Click **Export to CSV** 2. Downloads all user data 3. Includes: - Contact information - Roles and status - Login history - Creation dates ## Common Scenarios ### Seasonal Hiring For summer staff: 1. Add all users in spring 2. Set as employees 3. Train on system 4. Deactivate in fall 5. Reactivate next season ### Promoting Staff When promoting employee to admin: 1. Edit user account 2. Change role to Admin 3. Save changes 4. Notify of new permissions 5. Provide additional training ### Replacing Staff When someone leaves: 1. Deactivate their account immediately 2. Add replacement user 3. Transfer any specific settings 4. Update any documentation 5. Monitor for smooth transition ## Security Best Practices ### Account Creation - Use real email addresses - Verify identity before creating - Document who has access - Regular access reviews ### Password Management - Never share passwords insecurely - Encourage strong passwords - Enable two-factor when available - Regular password updates ### Access Control - Minimum necessary permissions - Regular permission audits - Remove access immediately when needed - Document role assignments ## Troubleshooting ### "Cannot Create User" **Check:** - You have Admin/Super Admin role - Email isn't already in use - All required fields filled - Valid email format ### "User Can't Sign In" **Verify:** - Account is active - Email is confirmed - Password is correct - Not using expired temporary ### "Confirmation Email Not Received" **Solutions:** - Check spam folder - Verify email address - Resend confirmation - Check email server settings ### "Wrong Permissions" **Fix:** - Edit user account - Adjust role setting - Save changes - User signs out/in ## Best Practices ### Onboarding Process 1. Create account before start date 2. Send welcome packet 3. Schedule training 4. Provide documentation 5. Follow up after first week ### Documentation - Keep list of all users - Document role assignments - Note any special permissions - Track training completed ### Regular Reviews - Monthly access audit - Verify all users still need access - Check for inactive accounts - Update roles as needed ## Training New Staff ### Essential Training Topics - System navigation - Booking process - Customer service - Safety procedures - Company policies ### Role-Specific Training **Employees:** - Basic booking operations - Customer check-in/out - Payment processing - Common issues **Admins:** - User management - Settings configuration - Reports and analytics - Advanced features ## Related Guides - [User Roles & Permissions](user-roles-permissions.md) - Detailed role information - [User Management](user-management.md) - Managing existing users - [Team Overview](index.md) - Team management overview - [Security Best Practices](../06-troubleshooting/index.md) - Security guidelines ## Summary Adding staff to RecSystems is straightforward: - Choose appropriate role level - System handles password generation - Automatic welcome emails - Easy activation process - Flexible management options Remember: Good onboarding leads to confident, productive team members!