Only organisation managers and system administrators can manage organisation staff.
Staff members are users employed by an organisation and are responsible for making and managing referrals on behalf of the organisation.
Some staff members may be granted additional permissions, enabling them to manage the organisation’s settings and oversee administrative tasks.
Adding a staff member
To add a staff member, the user must navigate to the relevant organisation and select the “Staff” tab, then click “Add Staff.”
The user will then be prompted to choose between:
Adding a new user, if the staff member is not already registered.
Selecting an existing user from the system.
Selecting an existing user
If a staff member informs the organisation manager that they have previously used the administering organisation’s system, the organisation manager should select the “Existing User” option when adding them. This ensures the staff member retains any relevant system history and avoids duplicate accounts.
The manager must select a user, attribute them with a concise description of their position (e.g. Job Title), add a contact phone number (optional), and select a role within the organisation. The selected role will determine the user’s permissions to manage the organisation within the system.
No role (standard staff member)
A staff member has permission to manage referrals, including both sending and receiving on behalf of the organisation. They will also receive all system messages sent to the organisation.
Organisation lead
An Organisation Lead inherits all Staff Member permissions but also has the ability to manage the organisation’s profile within the system and configure the criteria that determine its eligibility to receive referrals. This role provides greater control over the organisation’s visibility and referral settings.
Organisation manager
An Organisation Manager has all the permissions of an Organisation Lead, with the additional ability to add and manage staff within the organisation.
Requesting a new user
If a staff member is new to the administering organisation’s system, the manager must submit a new user request. These requests are sent to system administrators for review and approval.
A user request requires the user’s name, email address, phone number (optional), their position within the organisation, and the role they will hold in the system. Once submitted, the system creates the user in a pending approval status, preventing access until approval is granted. This delay allows the administering organisation to arrange any additional requirements, such as obtaining document signatures or completing system training, before granting access.
As data controllers, the administering organisation is responsible for vetting new users before allowing access to sensitive client data.
Once the system administrator has verified all user requirements, they can approve the request from the “Awaiting Approval” tab within the system’s User Management page.
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