Adding a Staff Member and Controlling Permissions in DigifyCRM

Adding a Staff Member and Controlling Permissions in DigifyCRM

Managing staff members and their permissions is essential for ensuring that team members only have access to the features and data they need. This guide will walk you through the steps for adding a new staff member and controlling their permissions in DigifyCRM.

1. Add a New Staff Member

To add a new staff member to DigifyCRM, follow these steps:

Steps to Add a Staff Member:

1. Navigate to the Staff Management Section:

• Go to Settings > Staff > Staff Members.

• In the top right corner, click the Add New Staff button.

• First Name: Enter the staff member's first name.

• Last Name: Enter the staff member's last name.

• Email: Enter the staff member's work email (this will be their login email).

• Password: Set a password for the staff member. They can change this later.

• Phone: Enter the staff member's phone number (optional).

• Choose the role you want to assign (e.g., Admin, Sales, Support).

• Default roles have preset permissions, but you can customize them later.

• Assign the staff member to a department (e.g., Sales, Marketing, Support).

• Upload a profile picture for the staff member if needed.

• Choose what email notifications this staff member should receive (e.g., task assignments, project updates).

• The new staff member will receive an email with login credentials.

2. Control Staff Permissions

Once you've added a new staff member, you can configure their permissions to restrict or grant access to specific features in DigifyCRM. Permissions can be set at a granular level to match each staff member's role.

Steps to Control Staff Permissions:

1. Navigate to Staff Permissions:

• Go to Settings > Staff > Permissions.

• Select the staff member whose permissions you want to edit.

• You’ll see a list of all CRM modules (e.g., Leads, Projects, Tasks, Invoices). Each module has several permission options:
  • View (Global): Allows the staff member to view all records within that module.

  • View (Own): Restricts viewing to records that the staff member created or is assigned to.

  • Create: Grants the ability to create new records within the module.

  • Edit: Grants the ability to edit records within the module.

  • Delete: Grants the ability to delete records within the module.

• Enable or disable permissions based on the staff member's role. For example:
  • A Salesperson may have full access to the Leads and Customers modules but only limited access to the Projects or Invoices modules.

  • A Support Staff may have access to the Support Tickets and Tasks modules but no access to sensitive modules like Finance or Contracts.

• If the staff member has a predefined role (e.g., Admin, Sales), you can select the role, and the permissions will automatically apply.

• If you need to customize further, you can override individual module permissions as described above.

• If you've added custom modules to DigifyCRM, you can assign permissions for these as well. They will appear alongside the default modules in the permissions list.

• Once you've set the permissions for the staff member, click Save to apply them.

3. Special Permission Settings

In addition to basic module access, DigifyCRM offers some special permissions settings:

Admin and Special Roles:

• Full Administrator Access: Administrators have access to all modules and settings without restrictions.

• Project Management Permissions: You can control whether staff can manage projects, create tasks, assign them, and access timesheets.

Restricted Areas:

• Finance Access: By default, only admins or staff with finance permissions can access sensitive data like invoices, payments, and expenses.

• Client Data Access: Restrict staff members from viewing or editing client data unless their role requires it (e.g., only sales staff can view client details).

4. Department-Based Permissions (Optional)

Departments help organize staff members and restrict access based on their departmental roles.

Steps to Use Department-Based Permissions:

1. Assign Staff to Departments:

• When creating or editing a staff member, assign them to a specific department (e.g., Sales, Support).

• You can restrict access to modules based on the department the staff member belongs to.

• For example, only staff in the Support department may have access to the Support Tickets module.

5. Editing or Deleting Staff Members

If you need to update staff details or remove a staff member, you can do so easily:

Steps to Edit or Remove a Staff Member:

1. Edit Staff Details:

• Navigate to Settings > Staff, select the staff member, and click Edit to update their details or permissions.

If you need to remove a staff member, click Delete in the same menu. This will remove their access, but their historical activity will still be logged in the CRM.