Staff Accounts

Staff Accounts connect each staff login to the correct role and library access. Use this page to add librarians, assign roles, assign library access, reset temporary passwords, restrict access, import staff, and review audit history.

Each staff member should have a unique account. This keeps audit history, permissions, and support logs clear.

Screenshot To Add

Add screenshots of the Staff Accounts table, Add Staff popup, role/status dropdowns, library access chips, profile image crop, and Import Staff popup.

Common Tasks

• Add staff.
• Edit staff details before or after first sign-in where allowed.
• Assign a staff role.
• Assign library access.
• Reset temporary password.
• Restrict or block access.
• Import staff accounts.
• Copy staff email or phone values from the table.
• Review staff account audit history.

Staff email is required. Phone is optional, but when present it must be unique.

Add Staff Workflow

1. Open Settings > Staff Accounts.
2. Click Add Staff.
3. Enter name, email, staff ID if used, designation, phone, and date of joining.
4. Choose role and status.
5. Enter a temporary password.
6. Select the libraries the staff user can manage.
7. Add a profile image from gallery/file picker or camera where supported.
8. Save when validation passes and the Save button becomes active.

If no staff roles are available, the role selector tells the admin to create a role first.

Field Guidance

Field	Guidance
Name	Required display name for the staff account.
Email	Required login email. It must be unique.
Staff ID / Employee ID	Optional visible staff identifier used by the organization.
Phone	Optional, but when present it uses the organization country code and should not include a duplicate country code.
Date of Joining	Defaults to the current date and follows the organization date format.
Role	Required. The role controls menus and actions.
Status	Active staff can work; restricted or inactive staff cannot continue normal operations.
Temporary Password	Used for first login or reset workflows where required.
Libraries	Required. Blank access is not safe for staff operations.

Edit Staff Workflow

1. Open Settings > Staff Accounts.
2. Search for the staff account.
3. Use the edit action.
4. Update allowed profile, role, status, library access, image, or password fields.
5. Save only after checking the role and library access.

When changing a profile image, confirm the new image appears after saving. Audit history helps admins inspect profile, access, and status changes.

Staff Row Actions

Available actions depend on role permission:

Action	Use It For
Audit history	Review account changes.
Edit	Update profile, role, status, image, or library access.
Reset password	Give a new temporary password when staff cannot sign in.
Delete	Remove accounts only when policy and system protection allow it.

Import Staff Workflow

Use Import Staff for larger staff lists. The importer reads supported spreadsheet headers, recommends the expected date format, validates rows, shows a preview table, and can import valid rows. Profile images are optional and can be uploaded in a ZIP.

Do And Don'ts

Do

• Assign every staff account to at least one library.
• Use a real staff email because staff email is required.
• Validate staff imports before saving rows.
• Give each staff member their own account.
• Use a temporary password that staff must change after first login where the workflow requires it.

Don't

• Don't reuse email or phone values across staff accounts.
• Don't delete a staff account that has already started operational work unless policy allows it.
• Don't send staff to CodeAchi support for role/access issues; they should contact the organization admin.
• Don't assign a role before checking what permissions it contains.

FAQ

Why does every staff member need a unique account?

Unique accounts protect audit history and permissions. If staff share a login, the organization cannot reliably know who changed records.

Why does Staff Accounts require a role?

The role decides what the staff user can view and do. Create Staff Roles before creating staff accounts if the list is empty.

Why does Staff Accounts require library access?

Library access limits where the staff member can work. If no library is selected, the app cannot safely decide which branch the staff user manages.

Can I import staff with profile images?

Yes. Upload the spreadsheet and an optional ZIP of profile images. Missing or invalid images warn the user but do not have to block valid staff rows.

What if the spreadsheet has extra columns?

Unsupported columns are ignored. The importer maps only recognized headers such as Staff ID, Full Name, Email, Mobile Number, Role, Libraries, DOJ, and Photo.

Why does the importer care about date format?

Date of Joining must match the organization date format so staff records, imports, and reports stay consistent.

Can I reset a staff password?

Yes, if your role allows password reset. Use the reset action from the Staff Accounts table and provide the new temporary password.

Can I change a staff member's role later?

Yes, where permission allows it. Review the role carefully because it can immediately change what menus and actions the staff member can use.

Who should staff contact if they cannot sign in?

Staff should contact the organization admin. The admin can check role status, account status, library access, and password reset options.