How to setup staff account

Organisations can set up staff accounts with different permissions to facilitate daily operations

1. Set up staff account template
2. Create new staff account
3. Reset staff account password
4. Edit staff account
5. Suspend and Resume staff accounts
6. FAQs
7. Tutorial video

Set up staff account template

Before adding a staff account, you need to create at least one staff account template

1. Set up your staff account template in Manage role
2. Edit default templates for Management, General staff, Support staff or create custom templates according to your needs
3. Modify permissions of the role
4. Click Create

Templates

Management - Full features access as management level, including manage contact information, volunteer opportunities/activities, payment records, forms and organisation settings

Staff - Can view and edit contact information, volunteer opportunities/activities, payment records, forms and organisation settings

Support - Can only edit volunteer opportunities/activities, no access to view contact information, payment records, forms and organisation settings

Permission

No access - no access to the specific features

View - Can view the data in the specific feature

Edit - Can edit the data in the specific feature

Manage - Can Delete or have approval access in the specific feature

Create a new staff account

1. Click +New Staff
2. Fill in the "Basic information"
3. Choose the "Role" and "Access to unit(s)"
4. Click Create
5. The new setup staff account will receive an email invite to set up the login password

Reset staff account password

Reset by Management

1. Search the staff email or related information
2. Click "⋮" on the right
3. Click "Reset Password"
4. The staff will receive reset password email

Reset by staff

1. Click Forgot Password on the login page
2. Enter your email address and click "Submit"
3. The staff will receive reset password email

Edit staff account

1. Search the staff email or related information
2. Click "⋮" on the right
3. Click "Edit"
   • If the email address of the staff account is changed, a password reset email will be sent to the new email address
   • You can also change the permissions of the staff accounts as needed

Suspend and resume a staff account

Suspend: If the staff has left/ no longer uses this account, we recommend that you use suspend:

1. Search the staff email or related information
2. Click "⋮" on the right
3. Choose "Suspend" and click "Confirm"
4. The status of the staff account will show as "Suspended"

Resume: 

1. Search the staff email or related information
2. Click "⋮" on the right
3. Choose "Resume" and click "Confirm"
4. The status of the staff account will show as "Active"

FAQs

• How many staff account is allowed to create?

  • No limit if you are registered as an NGO

  • 5 staff account at most for Social Enterprise for the FREE version

• Account Handling for Staff Resignation / New Staff Takeover
  • If the staff has resigned, we recommend that organisations use the "Suspend" function to suspend access to the account
  • And if a new staff member takes over, the organisation can change the email of the staff account so that the new staff member can continue to manage volunteer opportunities/activities with the same authority

• Can I delete a staff account?
  • We do not recommend that organisations to delete staff accounts
  • Since one email can only be used to register one Social Career account, after the account is deleted, the registered email of the account cannot be used to create any Social Career account (including the organisation main account, staff account or volunteer account) again
  • Organisations cannot re-active/ create an account with the same email after deleting the account
  • Therefore, please do not delete staff accounts unless the institution is certain that this account must not be reused

Tutorial video