Team Management

Two records behind every team member

Under the hood, a team member is made up of two things, and it helps to know the difference:

• A profile (name, contact details, employment info) — this is what shows up on the Team list and gets assigned as a loan officer on borrowers and loans.
• Login access — the actual ability to sign in, with a role attached.

A profile can exist without login access — for example, a loan officer you want to assign loans to but who doesn't need to use the system themselves. You can add login access to a profile at any time later.

The Team page

Go to Team → View Team. The list is organized into tabs:

• Team — everyone
• Active — team members currently active
• Inactive — team members marked inactive
• Archived — team members marked archived
• Pending — signup requests waiting on your approval (only visible to Admin and Branch Manager)

Admins also get a Filter by Branch dropdown to narrow the list across branches.

Each row shows: Team Member, Email, Phone, Position, Branch, Status, and an Access chip — No login if there's no login attached yet, Pending if their login is awaiting activation, or their role name otherwise.

Adding a team member

Click Add Team Member, which offers two paths:

• Add team member now — you create the profile (and optionally their login) directly, right away.
• Self-signup instructions — you hand the person your Institution ID and they sign themselves up (covered in Getting Started); you then approve them once they request to join.

Add team member now

This opens a form with several sections: Identification Details (branch, name, email, phone, title, ID number, date of birth), Employment Information (position, department, employment type, employment status, start/end date, salary), Address, Banking Information, Tax & Compliance, and Next of Kin. Salary, banking, and tax fields are only visible to Admins and to the team member themselves — nobody else can see them. If your Admin has defined custom fields for team members (Admin → Custom Fields), they appear in a Custom Fields section after these, and can be changed later from the profile's Custom Fields tab.

At the bottom, there's a checkbox: Give this person login access. If you check it:

• Choose a Role from the cards, listed alphabetically: Accountant, Auditor, Branch Manager, Cashier, Collections Officer, Credit Committee, IT Support, Loan Officer, Risk Analyst or Viewer. Each card says what the role is for, who it is typically for, and what it can and can't do in your institution right now — read from your current permissions, so it stays accurate if an Admin has changed them (a card says Customised when they have). Admins also get a Change what each role can do link, which takes you to User Permissions (anything you've typed on the form isn't kept, so do this before you start filling it in), and a link to choose who approves loans. (Admin access can't be granted from this form — that's set up differently, ask your platform contact if you need a second Admin.)
• A temporary password is emailed to them automatically, which they'll be asked to change on first sign-in. They cannot use the Forgot your password? link on the sign-in page before that first login — it will show "User password cannot be reset in the current state." They must sign in with the temporary password, then change their password when prompted. An email address is required for this.

If you leave the checkbox unchecked, you've created an HR-only profile with no login — you can grant them access later from their profile (see below).

Approving a pending signup

On the Pending tab, click Approve & Create Profile next to a request. You'll assign:

• Their first and last name (self-signup doesn't collect this, so it's usually your first chance to record it)
• A Role (the same roles as above, in a dropdown that describes the one you pick)
• A Branch (Admins can choose any branch; Branch Managers are locked to their own)

Approving activates their login and creates their team profile in one step.

A team member accidentally created their own institution instead of joining

If someone who was supposed to join your institution instead used Sign Up and ended up as the Admin of their own new institution (this happens if they skip Join existing institution or mistype the Institution ID), you won't find them on your Pending tab — they aren't part of your institution at all, even if their institution happens to have the same name as yours. There is no way to move or convert them, or their new institution, into a team member of yours; institution owners/Admins can't be transferred between institutions.

The fix is for them to sign up again with a different email address, this time selecting Join existing institution and entering your Institution ID (see Self-signup instructions above). Their first, mistaken sign-up can simply be left alone — it isn't linked to your institution and doesn't need to be cleaned up for you to proceed.

Editing a team member

Open a team member's profile to see Details, Login Access (if they have one, or a "grant access" prompt if not), Files, and Custom Fields tabs.

It's worth understanding that there are two _separate_ status fields that are easy to mix up:

Status in System now controls login access one-directionally: set it to Inactive or Archived and their login (if they have one) is immediately restricted, and the Login Access tab locks — you can't grant or edit access from there until Status in System is back to Active. Set it back to Active and login access is restored automatically, but only if this same rule was the reason it was off — a Pending invite they never activated, or a Suspended account you set deliberately from the Login Access tab, is left alone either way.

Going the other direction, changing someone's Login Access Status (e.g. suspending them from that tab) never changes their Status in System — the two only sync one way. A Branch Manager can only manage access for team members in their own branch, and can't grant anyone the Admin role.

Removing a team member

There's currently no "delete" action for team members. A profile is linked as the assigned officer on borrowers and loans, and shows up in loan approval history — removing the row would break those references. Set their Details status to Inactive/Archived instead: it moves them off the active roster and, per the above, cuts off their login access at the same time.