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Update 02. Staff Management & Role Management.md (#124)
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updated with new screenshots, removed the bit about role management
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@mahajantejas
mahajantejas authored Mar 5, 2024
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59 changes: 10 additions & 49 deletions docs/3. Product Features/10. Others/02. Staff Management & Role Management.md
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> ### **3 minutes read                             &nbsp                             &nbsp                             &nbsp                               `Beginner`**
> ### **3 minutes read                                                                                                                         `Beginner`**

**You can create accounts for yourself and your team to define the level of access each of your staff member has to the Glific account.**

Expand All @@ -13,11 +14,11 @@ Send a message to your organization's WhatsApp chatbot number from your **pe
**_*The step to send a message to the chatbot first and opting in is important so you receive an OTP message to confirm your phone number in the later step._**

1. Send a `hi` to your chatbot from the number you(or the staff) are creating account with.
2. Go to your org specific Glific account link. It will look something like this: https://orgname.tides.coloredcow.com/registration

3. Go to your org specific Glific account link. It will look something like this: https://orgname.tides.coloredcow.com/registration


3. Click on `create a new account`
4. Click on `create a new account`

![image](https://user-images.githubusercontent.com/32592458/212239613-13269f08-30dd-47ec-a911-8de8ae66936f.png)

Expand Down Expand Up @@ -52,35 +53,29 @@ Send a message to your organization's WhatsApp chatbot number from your **pe

## Staff management - Access Approval

9. The admin can access the `staff management` page from left panel to give access to the new staff account.

![image](https://user-images.githubusercontent.com/32592458/212239747-68677eea-b9f5-4de9-8bf6-43ace9f98512.png)
9. The admin can access the `staff management` by going to `Manage` and clicking on `Staff` to give access to the new staff account.

<img width="1458" alt="Screenshot 2024-03-04 at 4 24 34 PM" src="https://github.com/glific/docs/assets/141305477/5e00ce90-cdb7-495c-868a-366ee8d26246" />


10. Find the user in the list of members. Click on `edit` icon in the that user tab.

![image](https://user-images.githubusercontent.com/32592458/212239767-97023dc4-7534-4157-9758-1d168f70516a.png)

<img width="1228" alt="Screenshot 2024-03-04 at 4 25 21 PM" src="https://github.com/glific/docs/assets/141305477/a1da06c8-0038-4171-8615-45cae0ce8720" />


11. Select the `role` you want to give to the new user.

![image](https://user-images.githubusercontent.com/32592458/212239781-9f7e9f79-b383-4923-a7cf-a53d8025fde3.png)

<img width="465" alt="Screenshot 2024-03-04 at 4 25 47 PM" src="https://github.com/glific/docs/assets/141305477/63e491b9-2948-4a2f-b4c5-5ec658abb509" />


12. Optional: You can also select the collections which gives the staff the ability to interact only with the contacts from that collection.

![image](https://user-images.githubusercontent.com/32592458/212239795-51d7f920-7e21-41f9-aa25-139129003fce.png)

<img width="449" alt="Screenshot 2024-03-04 at 4 26 43 PM" src="https://github.com/glific/docs/assets/141305477/15350dd6-408a-4e53-baaa-099ea11fc85b" />


13. Click on `save` button.

![image](https://user-images.githubusercontent.com/32592458/212239817-f2941d96-c60c-4de6-b45a-32a051107b9c.png)



14. If you want to remove access from a staff member, simply change their access to `none` or remove the user from staff management.

Expand All @@ -95,39 +90,5 @@ Send a message to your organization&#39;s WhatsApp chatbot number from your **pe

You can also check User roles access from the `help` link below Roles filed.

![image](https://user-images.githubusercontent.com/32592458/212239834-78ecdabb-6844-4c06-840f-7bf6f21abfee.png)


## Role Management

Glific also allows you to create specific roles to be assigned to your staff members besides the built-in roles. This feature is disabled by default for all NGOs, but could be enabled on demand. This feature allows you to create specific roles for your staff members like Teacher, Admin, Content Creator etc.

<img width="209" alt="Screenshot 2023-08-01 at 9 01 06 AM" src="https://user-images.githubusercontent.com/132430123/257398535-d43bcfed-bf95-4108-9ea0-77c9aeebd9f0.png" />

The `Role Management` option could be seen inside the pop-up as shown above.

### How to create a User Role?

1. Open `Role Management`
<br />
<br />
<img width="1226" alt="Screenshot 2023-08-01 at 8 58 18 AM" src="https://user-images.githubusercontent.com/132430123/257398588-d3430da0-b98b-43ab-943b-227559cf930a.png" />

2. Click on `+ CREATE ROLE` on top right corner
<br />
<br />
<img width="593" alt="Screenshot 2023-08-01 at 9 10 20 AM" src="https://user-images.githubusercontent.com/132430123/257399606-445215a2-55b1-4206-bd8a-513514177eb6.png" />


3. In the `Add a New Role` page, input the name (label) of the role and a short description and click on `SAVE`.
<br />
<br />
<img width="1213" alt="Screenshot 2023-08-01 at 9 14 20 AM" src="https://user-images.githubusercontent.com/132430123/257400224-97965c0d-1d7d-4fd7-a52e-0b8825c77dcb.png" />


4. As you can see in the `Role Management` listing page, the role we created is shown towards the bottom with the description given.
<br />
<br />
<img width="466" alt="Screenshot 2024-03-04 at 4 27 24 PM" src="https://github.com/glific/docs/assets/141305477/04a6cdfd-d741-47bd-9eb9-9045c2153df2" />

<img width="526" alt="Screenshot 2023-08-01 at 9 18 19 AM" src="https://user-images.githubusercontent.com/132430123/257400597-9da5714b-1bed-4713-96aa-1ed0eaca3d5b.png" />
5. The role we created can be accessed in Staff Management. When you try to edit a user under Staff Management, the role we created will be displayed in the drop down as shown above.

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