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Find a colleague and read their record

Search the staff directory, spot missing details, and open one person's record.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

The directory is for managers and admins, because it holds home addresses and personal numbers. Everyone else sees only their own details.

Steps

  1. Open Everyone on the staff page. The heading says Who works here.
  2. Under Find someone, type a name, email, job title or town.
  3. Narrow by role or status, then press Apply.
  4. Tick Only those missing details to see who has gaps.
  5. Press a name. Their record opens over the list.
  6. Use the tabs: Access, Caseload, Activity, Training and Working pattern.
  7. Fix any detail that is wrong and save it.
  8. Press Clear to start again.

If it goes wrong

  • If you see only your own details, the directory is not open to your role. Ask a manager or an admin.
  • If nobody matches, clear the search. The list shows how many are shown out of the total.
  • A person who has never signed in is under Not invited yet, not here.
  • If a name is wrong, correct it on their record. Do not add them a second time.

How it links together

Details you correct here appear wherever the person is named. Access changes affect what they see in the menu. Their training tab is the same data as the staff training pages.

Where a person's information comes fromThe staff list, the login and their work meet on one record.
  1. RosterAdded to staff
  2. InvitedGets a login
  3. RecordDetails, access, training
  4. WorkCaseload and activity
  5. LeaverHand over and archive

What the directory shows

Each row shows a name, job title, role and how complete their details are. The tiles at the top count who is on the roster, who is complete and who lacks a work number or an address.

Filters live in the address

Your filters are kept in the web address. You can send a filtered view to a colleague, and the back button works as expected.

Three views

  • Everyone is the directory.
  • Not invited yet lists people on the roster who have no login.
  • Roles & access is for admins. It handles invitations and roles.

One person's record

The record opens in a panel, not a new page. A link straight to one person opens the list with the panel already up. Closing it returns you to the list.

The training tab shows that person's courses. The caseload tab shows which young people they work with. The activity tab shows recent work.

Disabling and archiving

Disabling stops someone signing in and takes them off the staff lists and pickers. Everything they recorded stays. An admin can enable them again. Someone who has left is better archived, which keeps history and removes them from pickers.

Care with personal data

This page holds personal information. Do not copy it into email or chat. Use it only for the work reason you opened it.

Questions people ask

Why can't I see the staff list?

The directory is for managers and admins. Others see only their own details, which they can correct.

How do I find who is missing a phone number?

Tick Only those missing details and press Apply. The tiles above also count who lacks a work number.

Where do I invite someone?

On Roles & access, which is for admins. See the guide on inviting a person.

What does disabling do?

It stops them signing in and removes them from lists and pickers. Their past work keeps their name.

Someone has left. Should I disable them?

Archive them instead, from the staff archive page, and hand over their work first.

Can I send a colleague my filtered view?

Yes. The filters are in the address, so copy it and share it.