Staff Management User Guide

Overview

This guide covers the complete workflow for managing staff members in your CRM system. The staff management system follows HMVC (Hierarchical Model-View-Controller) architecture and provides comprehensive tools for user administration, permissions, and role management.

Table of Contents

• Getting Started
• Staff Management Dashboard
• Adding New Staff Members
• Editing Staff Members
• Staff Permissions & Roles
• Staff Profile Management
• Department Management
• Trading Account Integration
• Mailbox Integration
• Best Practices
• Troubleshooting
  
  

Getting Started

Prerequisites

- Administrator access to Nfinx CRM
- Proper permissions for staff management (staff permission with view, create, edit, delete capabilities)
- Understanding of your organization's role structure

Navigation

Access staff management through:
- Main Menu: Setup → Staff
- Direct URL: /admin/staff
- Quick Access: Dashboard → Staff widget

Staff Management Dashboard

Dashboard Overview

Quick Statistics Cards

- Total Staff: Shows total number of staff members
- Active Staff: Shows currently active staff members
- Total Roles: Links to role management
- Departments: Shows department count
- Recent Activity: Staff login activity
- Permissions: Overview of permission assignments

Quick Actions

- New Staff: Add new staff member
- Roles: Manage roles and permissions
- Departments: Manage departments
- Bulk Actions: Mass operations on staff

Staff Table Features

- Search & Filter: Find staff by name, email, role, department
- Status Indicators: Active/Inactive status with visual indicators
- Last Activity: Shows when staff last logged in
- Quick Actions: Edit, view profile, permissions, delete

Dashboard Statistics

Adding New Staff Members

Step-by-Step Process

Navigate to Staff Management
- Go to Setup → Staff
- Click "New Staff" button

Basic Information (/application/views/admin/staff/member.php)
- First Name: Required field
- Last Name: Required field
- Email: Must be unique in system
- Phone: Optional contact number
- Password: Initial login password

Role Assignment
- Select from existing roles
- Assign department (if applicable)
- Set admin status (if needed)

Profile Details
- Profile picture upload
- Email signature configuration
- Contact information
- Personal preferences

Integration Settings
- Trading Account: Option to open trading account
- Mailbox: Email configuration for mailbox module
- Departments: Department assignments

Required Fields Validation

The system validates:
- Email uniqueness across staff and departments
- Password strength requirements
- Required field completion
- Role assignment validity

Trading Account Integration

For staff members who need trading access:

 // Calls: open_trading_account($staffid, 'staff')
}

">// Check if trading account exists if (!$is_account_opened) { // Show "Open trading account" button // Calls: open_trading_account($staffid, 'staff') }

Editing Staff Members

Profile Management

Staff profiles can be edited through:
- Admin Edit: Full administrative access to all fields
- Self Edit: Staff can edit their own profiles with limitations

Editable Fields

Administrative Fields (Admin Only)

- Role assignments
- Department assignments
- Active/Inactive status
- Admin privileges
- Permission overrides

Profile Fields (Self + Admin)

- Personal information
- Contact details
- Profile picture
- Email signature
- Password changes

Special Considerations

Staff Permissions & Roles

Role-Based Access Control

The system uses a comprehensive role-based permission system:

Permission Categories

- Finance: Invoices, payments, expenses
- CRM: Leads, clients, contacts
- Projects: Project management, tasks, milestones
- Support: Tickets, knowledge base
- Administration: System settings, staff management
- Trading: CFD positions, margin, balances
- Reports: Analytics and reporting

Permission Levels

- View (Global): See all records
- View (Own): See only own records
- View (Department): See department records only
- Create: Add new records
- Edit: Modify existing records
- Delete: Remove records

Enhanced Permission System

The system includes enhanced tooltips and categorization:

// Permission tooltip system
$tooltip_key = 'permission_tooltip_' . $permission_name;
if (_l($tooltip_key) !== $tooltip_key) {
    // Show specific tooltip
} else {
    // Show generic tooltip
}

Staff Profile Management

Profile Views

Admin Profile View 

- Complete staff information
- Permission overview
- Activity history
- Administrative actions

Self Profile View 

- Personal information editing
- Password changes
- Profile picture upload
- Email signature management

Profile Features

Activity Tracking

- Login history
- Last activity timestamps
- Session management
- Activity statistics

Profile Pictures

- Upload and crop functionality
- Automatic resizing
- Default avatar fallback

Department Management

Department Integration

Staff can be assigned to departments for:
- Access Control: Department-based permissions
- Email Routing: Support ticket routing
- Reporting: Department-based analytics
- Workflow: Department-specific processes

Department Conflicts

The system prevents email conflicts:
- Staff email cannot match department email
- Automatic validation during creation/editing
- Warning displays for conflicts

Trading Account Integration

Trading Features

For CRM systems with trading functionality:

Account Management

- Open Trading Account: Create platform trading account
- Account Linking: Link CRM staff to trading platform
- Balance Viewing: View trading balances
- Position Management: Access to trading positions

Mailbox Integration

Email Configuration
If mailbox module is enabled:

Mailbox Settings

- Email Account: IMAP/POP3 configuration
- Password: Email account password
- Signature: Email signature for outgoing messages
- Auto-sync: Automatic email synchronization

Best Practices

Security Best Practices

Password Policies
- Enforce strong passwords
- Regular password updates
- Two-factor authentication (if available)

Permission Management
- Follow principle of least privilege
- Regular permission audits
- Role-based assignments

Account Monitoring
- Monitor last activity
- Track login patterns
- Review inactive accounts

Organizational Best Practices

Role Structure
- Create clear role hierarchies
- Document role responsibilities
- Regular role reviews

Department Organization
- Logical department structure
- Clear department boundaries
- Proper email routing

Onboarding Process
- Standardized staff creation
- Documentation requirements
- Training protocols

Troubleshooting

Common Issues

Email Conflicts

Problem: Staff email matches department email
Solution: Change either staff or department email to ensure uniqueness

Permission Issues

Problem: Staff cannot access required features
Solution: Review role assignments and permission settings

Login Problems

Problem: Staff cannot log in
Solution: Check active status, password, and account locks

Trading Account Issues

Problem: Trading account not accessible
Solution: Verify account creation and platform integration

System Validation

The system provides comprehensive error handling:
- Form validation errors
- Database constraint violations
- Permission access denials
- Integration failures

System Architecture

HMVC Structure

The staff management system follows HMVC architecture:

Database Tables

Key database tables:
- tblstaff: Staff member records
- tblroles: Role definitions
- tblstaffpermissions: Permission assignments
- tbldepartments: Department information

Integration Points

The staff system integrates with:
- Authentication: Login and session management
- Permissions: Role-based access control
- Departments: Organizational structure
- Mailbox: Email integration
- Trading: Platform account management
- Activity Log: User activity tracking

---

This guide covers the complete staff management workflow in your Nfinx CRM system. For additional support, refer to the related guides on permissions, roles, and department management.