A staff profile gives a staff member login credentials and sets their level of access to information in ALIS. This guide outlines how to add a new staff profile and set up the staff member’s login.
Access the All Staff page
To access: Click the All Staff Dashboard icon. Or, locate the All Staff page from:
- Enhanced UI: Click Community > Staff > All Staff.
- Legacy UI: Click the Staff dropdown > All Staff.
Pictured: Enhanced UI
How-To: Add a New Staff Profile
Step 1: Select the staff member’s Main Community
In the community dropdown at the top right of the All Staff page, select the community where the staff member will be based. This becomes their Main Community, which is their default environment when they log in.
Tip: You can give the staff member access to other communities after you create the profile. See How do I associate a staff member to multiple communities?
Step 2: Check for an existing profile
Before adding the staff member, search the All Staff list for their name. If they already have a profile at another community, give that profile access to this community instead of creating a new one.
Tip: If you don’t see someone you expect, confirm the Community Status filter is set to All connected. This view includes staff based at other communities and company-wide administrators.
Step 3: Add New Staff and enter details
- Click +Add New Staff. The pane opens on the right side of the page.
- Fill in the required fields: First Name, Last Name. If ALIS finds a matching profile, skip to Step 4.
- Set the Hire Date and Security Role. For more on security roles, see the Security Roles Reference Guide.
- Add a Job Role (optional). The title shows in the All Staff table and after the staff member’s name on certain documents. Choose a suggestion from the dropdown or type your own.
- Add an Email and Cell Phone if you plan to send the password automatically.
Step 4: Review any matching profiles (if applicable)
As you type the staff member’s name, and again when you save, ALIS checks your whole company for existing staff with the same first and last name or the same email. If it finds a match, the Add New Staff pane shows the existing profile. Choose one:
- Add Community to Profile: The match is the same person. ALIS gives their existing profile access to this community instead of creating a duplicate. Their login, training, and compliance records stay in one place, so you can skip the remaining steps.
- This is a different person: Select this checkbox to create the new profile anyway, for example when two staff members share a name.
Note: Add Community to Profile appears only for hired staff who aren’t company administrators and whose profile you can already open. A discharged match shows a link to the profile only. A match at a community you can’t access shows only the name, community, and status.
Step 6: Set login access
- Confirm Login Status is set to Enabled.
- If your company uses Lock by IP, choose whether this staff member can log in outside your saved IP addresses. For more information, see Login Lockdown by IP Address.
Note: Enabling Login Status itself does not create a password. The staff member can’t log in until a password is set. See Step 7.
Step 7: Set a password
- Select the Set Password checkbox.
- Choose how to set the password:
- Automatically: ALIS generates a random password and sends it to the staff member by email or SMS text.
- Manually: You create the password yourself.
Step 8: Save the profile
Click Add Staff and Go To to save and open the new profile. To save and stay on the All Staff page, click +Add Staff instead.
What to Expect
The new profile opens, and the staff member can log in with their username and password.
Usernames follow the firstname.lastname format. If a profile with the same first and last name already exists, ALIS adds a number to the new username (for example, firstname.lastname1). Check the username before you share it.
To view or manage login details, open the Login & Access section of the staff profile:
- Security Access: Click Manage Access to update Security Roles, enable or disable Lock by IP (if applicable), and enable or disable login access.
- Login Information: Click the pencil icon to edit the username. Click Change Password to set a new password.
Note: You can’t view a password after it’s set. If a staff member forgets their password, set a new one.
Troubleshooting
I can’t find a staff member who already has a profile
The Community Status filter may be set to Based here or Has access, which hides staff based at other communities. Set it to All connected and search again.
The new username ends in a number
A profile with the same first and last name already existed. Before you share the username, confirm the existing profile belongs to a different person. If it belongs to the same person, give that profile access to this community instead.
The staff member can’t log in
Open Login & Access on their profile and check that:
- Login access is enabled.
- A password has been set.
- If Lock by IP applies, they are logging in from a saved IP address, or their profile allows login outside saved addresses.
The staff member never received their automatic password
Confirm the Email or Cell Phone on their profile is correct. Then set a new password from Login & Access.