Team Management Guide

# Team Management Guide Build and manage an effective team with RecSystems' user management tools. Control access, assign roles, and ensure your staff has the right permissions for their responsibilities. ## 🎯 What You'll Learn - Understand the three user roles in RecSystems - Add new team members to your account - Manage user access and permissions - Handle password resets and account issues - Export user data for reporting ## 📋 Guides in This Section ### [👥 User Roles & Permissions](user-roles-permissions.md) *(Coming Soon)* Understand the three-tier permission system: - **Employee** - Day-to-day operations access - **Admin** - Management and configuration - **Super Admin** - Full system access - Role capabilities and restrictions - Best practices for role assignment ### [➕ Adding Staff](adding-staff.md) *(Coming Soon)* Onboard new team members efficiently: - Create new user accounts - Assign appropriate roles - Send welcome emails with temporary passwords - Handle user confirmation process - Add users to multiple accounts (if applicable) ### [🔧 User Management](user-management.md) *(Coming Soon)* Manage your team effectively: - View all users and their status - Activate/deactivate user accounts - Reset passwords for team members - Resend confirmation emails - Bulk user operations - Export user data to CSV ## 🚀 Quick Actions **Common Tasks:** - Add a new employee - Reset a forgotten password - Deactivate a former employee - Change user permissions - View user activity ## 💡 Team Management Best Practices ### Role Assignment Guidelines **Employee Role - Give to:** - Front desk staff - Rental agents - Part-time workers - Seasonal help **Admin Role - Give to:** - Managers - Supervisors - Trusted full-time staff - Anyone who needs to add users **Super Admin Role - Reserved for:** - Business owners - System administrators - RecSystems support (when authorized) ### Security Best Practices 1. **Minimum Necessary Access** - Only give users the permissions they need 2. **Regular Audits** - Review user list monthly 3. **Prompt Deactivation** - Remove access immediately when staff leave 4. **Strong Passwords** - Enforce password requirements 5. **Unique Accounts** - Never share login credentials ### Onboarding Checklist For each new team member: - [ ] Create user account with correct role - [ ] User receives welcome email - [ ] User confirms their account - [ ] User completes password setup - [ ] Provide role-specific training - [ ] Add to team communication channels ## 🆘 Common Issues **User can't log in?** - Check if account is confirmed - Verify account is active - Reset password if needed **Wrong permissions?** - Review assigned role - Check if user is active - Verify correct account access **Didn't receive welcome email?** - Check spam folder - Resend confirmation - Verify email address ## 📊 Team Metrics Monitor team effectiveness: - **Active Users**: Current team size - **Login Activity**: Who's using the system - **Role Distribution**: Balance of permissions - **Account Age**: Team member tenure ## 🎓 Training Resources ### By Role **For Employees:** - Focus on [Daily Operations](../01-daily-operations/) - Master booking workflow - Learn check-in/check-out process **For Admins:** - All employee training plus: - [Team Management](../04-team-management/) - [Revenue Optimization](../03-revenue-optimization/) - Basic troubleshooting **For Super Admins:** - Complete system training - All documentation sections - Integration setup - Advanced configurations ## 🔒 Security & Compliance ### Data Access - All user actions are logged - Customer data is encrypted - Role-based access control (RBAC) - Audit trails available ### Password Policy - Temporary passwords on account creation - Force password change on first login - Regular password updates recommended - Secure password requirements ### Account Security - Accounts lock after multiple failed attempts - Email confirmation required - Activity monitoring available - Session timeouts for inactivity --- 💡 **Pro Tip**: Regularly review your team's access levels to maintain security! *Questions about user management? Contact [email protected]*