Use Staff to review a staff member’s operational and employment information.
Use Admin > Users and Admin > Roles to manage organisation access and permissions.
Before you begin
You need permission to:
Access Staff
View staff profiles
Access Admin, where required
View Users
View or edit Roles
Change user access, where required
Before changing access:
Confirm that you selected the correct staff member.
Review their current profile and account status.
Confirm what access they need for their role.
Avoid removing permissions required for active work.
Review shared roles carefully because a role change may affect more than one user.
Note: Users, Roles and role-management actions may only appear if your account has the required permissions.
1. Open Staff
Select Staff from the main navigation.
The staff list opens.
Review the staff members available to your account.
The staff list may include:
Staff name
Role
Branch
Employment information
Account or availability information
The information shown depends on your permissions and organisation configuration.
2. Find the staff member
Use the available search or filter controls.
Enter the staff member’s name.
Review the matching results.
Select the staff member to open their profile.
Confirm that you selected the correct person before making any changes.
3. Review the staff profile
The staff profile contains operational and account-related information.
Depending on the organisation setup, the profile may include:
First Name
Last Name
Email Address
User ID
Phone Number
Branch
User Availability
Account Status
Review the information before making changes.
Important: Check the staff member’s current role, account status, branch and availability before updating access. Changing the wrong staff member or the wrong account may interrupt their ability to work.
4. Review user availability
Use User Availability to confirm whether the staff member is available for work.
Open the staff member’s profile.
Find User Availability.
Review the current setting.
Change the setting only where required.
Save the change where a save action appears.
Availability may affect rostering and other staff workflows.
Do not use User Availability to manage system permissions.
5. Review account status
Use Account Status to confirm whether the user account is active.
Open the staff member’s profile.
Find Account Status.
Review the current status.
Confirm whether the account should remain active.
Save any authorised changes.
An inactive account may prevent the staff member from accessing Diversity Sync’d.
Note: Account status and role permissions are separate. An active account may still have limited access depending on its assigned role.
6. Check branch assignment
Review the staff member’s Branch.
Open the staff member’s profile.
Find the branch information.
Confirm that the correct branch is assigned.
Update the branch only where authorised.
Save the change.
Branch assignment may affect:
Staff visibility
Rostering
Leave
Pay calendars
Reporting
Other organisation workflows
Important: Review employment details carefully before saving. Branch changes may affect payroll, leave, rostering and reporting.
7. Review employment information
Scroll to the staff member’s employment information.
The available fields may include:
Position
Employment Type
Line Manager
Minimum Contracted Hours
Pay Calendar
Employment Commencement Date
Employment Termination Date
Review these details before making role or access changes.
Employment information is separate from system permissions.
Do not change employment details only to resolve a missing page or button.
8. Review the user’s role and access
A staff member’s operational details are managed from Staff, while organisation roles and permissions are managed from Admin.
To review the user’s access:
Select Admin.
Open Users.
Find the staff member’s user account.
Open the account.
Review the assigned role.
Confirm that the role matches the user’s responsibilities.
The assigned role controls which areas and actions may be available to the user.
Roles can contain multiple permissions.
Important: Changing a shared role may affect every user assigned to that role. Review the role before changing its permissions.
9. Change the user’s assigned role
Where role assignment is available:
Open Admin > Users.
Find the required user.
Review their current role.
Select the new role.
Confirm that the new role provides the required access.
Save the change.
Review the user again to confirm the updated role.
Do not assign a broader role only to resolve one missing button unless that access is appropriate for the user.
For detailed permission information, refer to Permissions.
10. Review role permissions
If the user has the correct role but still cannot access a page or action:
Open Admin.
Select Roles.
Open the role assigned to the user.
Review its permissions.
Find the relevant permission category.
Confirm that the required permission is enabled.
Save any authorised changes.
A user may have permission to view a page without permission to perform every action on it.
For example, separate permissions may control:
View
Create
Edit
Approve
Delete
Export
Assign
Publish
Sync
Note: Page access and action access may be controlled separately.
11. Invite a staff user
If the current Admin > Users workflow includes an invitation option, use it to invite a new staff user.
Open Admin > Users.
Select the available invite action.
Enter the user’s required details.
Assign the appropriate role.
Review the information.
Send the invitation.
Only document the fields and options that are visible in the current interface.
12. Confirm access with the staff member
After saving account or role changes:
Ask the staff member to refresh Diversity Sync’d.
Confirm that the expected navigation item appears.
Confirm that the required page opens.
Confirm that the expected button or action is available.
If the updated access does not appear, ask the staff member to sign out and sign back in.
Review the assigned role and permissions again if access is still incorrect.
Signing out and back in may help refresh access, but it is not always required.
Important notes
Use Staff for operational and employment information.
Use Admin > Users for user account and role assignment.
Use Admin > Roles for role permissions.
Account status and role permissions are separate.
User availability is separate from system access.
Branch changes may affect rostering, leave, payroll and reporting.
A shared role may be assigned to several users.
Changing a shared role can affect every assigned user.
A user may be able to view a page without being able to edit or approve records.
Some pages, buttons and actions may appear only when the required permission is enabled.
Role-management actions may only appear to authorised administrators.
Ask users to refresh first after an access change.
Sign out and back in only if the updated access does not appear.
Avoid assigning administrator-level access only to resolve a single missing action.
Troubleshooting
A staff member cannot log in
Confirm that the correct account was selected.
Review Account Status.
Confirm that the account is active.
Confirm that the staff member is using the correct sign-in details.
Ask an administrator to review the user account if the issue continues.
A staff member cannot see a page
Open Admin > Users.
Confirm the user’s assigned role.
Open Admin > Roles.
Review the relevant role permissions.
Save any required changes.
Ask the user to refresh.
Ask them to sign out and back in if the change does not appear.
A staff member can see a page but cannot use an action
The user may have view access without the action permission.
Review permissions for:
Create
Edit
Approve
Delete
Export
Assign
Publish
Sync
Enable only the permissions required for the user’s responsibilities.
The role looks correct but access is still missing
Confirm that the correct role is assigned.
Review the role’s detailed permissions.
Check whether another organisation setting restricts access.
Confirm whether branch, participant, register or folder access applies.
Ask the user to refresh or sign in again.
The staff member is assigned to the wrong branch
Open Staff.
Find the staff member.
Review Branch.
Select the correct branch where authorised.
Save the change.
Review any affected roster, leave, payroll or reporting workflows.
User Availability is incorrect
Open the staff profile.
Find User Availability.
Confirm the correct setting.
Update it where authorised.
Save the change.
Do not use this setting to control system permissions.
Account Status is inactive
Confirm that the user should have access.
Review Account Status.
Activate the account where authorised.
Save the change.
Ask the user to try signing in again.
The staff member’s employment information is incorrect
Open the staff profile.
Review the employment section.
Confirm the correct details.
Update only authorised information.
Save the changes.
Review related rostering, payroll or leave configuration where required.
I cannot see Users or Roles
Confirm that your own account has the required Admin permissions.
Refresh the page.
Sign out and sign back in.
Ask another administrator to review your role.
I cannot change the user’s role
Confirm that you have permission to manage users.
Confirm that the role is available to your organisation.
Review whether the user account is active.
Ask an authorised administrator to make the change.
The change was saved but the user still has old access
Confirm that the correct account was updated.
Confirm that the role was saved.
Ask the user to refresh Diversity Sync’d.
Ask them to sign out and sign back in.
Review whether another assigned role or access rule is affecting the account.