People

Find somebody

1. Type a name, a role, a designation or a unit in the search box.
2. Press Add filter to narrow the list by unit, status, role or level.
3. Or press a tile, such as Active or Not invited yet, to see only the people in it; Everyone shows them all again.
4. Press their row to open their page.

Then: The count above the list says how many of the people in view are left. A unit filter takes in every unit beneath it too. The search and filters stay in the address, so Back returns to the same list; Clear all lets go of them.

Grace is asked who leads the youth team at Eastside. They type “youth” in the search box, press Add filter and choose the Eastside unit: two people are left, and the first row reads Daniel, Youth lead.

Add somebody and give them a seat

1. Press Invite someone.
2. Type their First name, Last name and Email.
3. Choose the Unit, then the Role they hold there.
4. Choose the Reach: This unit only, or This unit and below to act on every unit beneath it too.
5. For the Volunteer role, choose a Staff seat or a Volunteer seat under Seat.
6. Type a Designation if their position has a name of its own, such as Youth lead.
7. Check what the seat will be asked to submit, and who reviews it, shown once the role is chosen.
8. Press Send invitation.
9. Confirm it's you when asked: your password, then the code from your authenticator app if you have one.

Then: The seat is theirs at once, and they are emailed a link to set their own password. Where email is not set up for your organization, the link is shown to you to hand on: it works once, and whoever holds it can set the password. Somebody who already has an account here is given the seat, with no new link; somebody invited before who has not signed in yet gets a fresh link, and any earlier one stops working.

Rather not? For somebody who will never sign in, such as a driver or a trustee, press Enroll someone instead, choose the seat the same way, press Put them on the books and confirm it's you. They can be seated, rostered, trained and counted, and no invitation is sent. If the same name is already seated at that unit you are warned: press Enroll anyway only if it is somebody else.

Who: Only the units where you may seat people are offered, and only the roles you may give there. Granting a seat is recorded on the organization's record against your name.

Sokha runs the Eastside center. They invite Dara as a Volunteer at Eastside, this unit only, on a volunteer seat, with the designation Food bank driver. Dara gets the email that morning, sets a password and signs in.

Invite everyone who has not been asked

1. Read the line above the list: it counts the people on the list who have not been invited yet.
2. Press Invite everyone not yet invited, or Invite them when there is one.
3. Read who the invitations go to.
4. Press Send them, or Send it.

Then: Each gets an email with a link to choose a password, with the name and address already recorded. The first 100 go at a press: press again for the rest. They move from Not invited yet to Awaiting first sign-in.

Rather not? To send one person's, open their page and press Send invitation. Send the invitation again sends a fresh link, and any earlier one stops working.

Who: Whoever may manage people at a unit where they are seated. An Owner's invitation is sent only by an Owner.

Mary Ann imports 42 volunteers from a spreadsheet on Monday. The line says 42 people on the list have not been invited yet; they read the names in the confirmation, press Send them, and by Wednesday the Active tile has grown as people sign in.

Download the list

1. Press More.
2. Choose People list, Excel or People list, CSV.
3. If you look after leave, choose Leave balances, Excel or Leave balances, CSV for everybody's balances.

Then: The file holds everybody seated in the units you can see, one row for each seat they hold, whatever the search shows. Email and phone are filled in only for the people whose personal details you may read, and the About sheet says how many. Each download is written on the organization's record.

Before the annual meeting, Daniel downloads the People list as Excel. It has 130 rows for 118 people, because 12 hold a seat at two units, and the email column is filled for the Riverside people whose details Daniel may read.

Import pay records

1. Press More.
2. Choose Import pay records.
3. Press Excel template or CSV template.
4. Fill in one row per person: the amount with its currency and period, bank details and tax reference.
5. Press Choose the filled-in file.
6. Read the check: a refused row is listed by its line, and the button says Fix the refused rows first until each is fixed.
7. Press the Import button, which says how many pay records it sets.

Then: Pay is set for each person in the file, each row recorded against your name. A blank cell leaves that detail as it is: nothing is cleared by a file.

Who: Whoever may set pay at a unit where the person is seated. Your own pay is set by somebody else: a row for you is refused.