Team Management
Team Management in DiverDash handles all aspects of user accounts, roles, and permissions for your organization. This centralized approach ensures proper access control while streamlining the process of adding and managing team members.
What You'll Learn
How to create and manage user accounts
Understanding roles and permissions
Setting up staff records for operational features
Managing access control and security
Best practices for team organization
Before You Start
Prerequisites:
Admin or Manager level access to user management
Understanding of your organization's structure and roles
Knowledge of which team members need operational features (scheduling, payroll)
User Account Management
Creating New User Accounts
Navigate to Settings → Team → Users and click + Add User.
Basic Information
First Name (Required): User's first name
Last Name (Required): User's last name
Email (Required): Login email address (must be unique)
Role Assignment
Select the appropriate system role:
Super Admin: Complete system access (reserved for business owners)
Admin: Broad administrative access (fixed permissions)
Manager: Operational management (customizable permissions)
User: Basic staff access (customizable permissions)
Staff Record Option
Check "Create Staff Record" if the user needs:
Scheduling and work assignments
Payroll processing
Benefits management
Time tracking
Role-Based Access Control (RBAC)
Understanding System Roles
Super Admin
Complete access to all system functions
Can manage all users including other admins
Cannot be restricted or modified
Reserved for business owners
Admin
Broad system access for trusted senior staff
Cannot modify Super Admin accounts
Fixed permissions that cannot be customized
Suitable for general managers and senior staff
Manager
Customizable permissions for department heads
Can view and manage assigned operational areas
Good balance of access and security
Ideal for supervisors and team leads
User
Limited access customized to job requirements
Good starting point for most new hires
Can be expanded as responsibilities grow
Suitable for front-line staff
Custom Roles
You can create custom roles for specific organizational needs:
Navigate to Settings → Team → Roles
Click Create Role
Define role name and description
Select specific permissions
Assign to users as needed
Managing Existing Users
Editing User Information
Find user in Settings → Team → Users
Click Edit or user name
Modify available fields:
Contact information
Role assignment
Staff record status
Save changes
Role Changes
When changing user roles:
Consider permission implications
Plan changes during low-usage periods
Communicate changes to affected users
Monitor for access issues after changes
Deactivating Users
To remove access without deleting records:
Edit user account
Change status to "Inactive"
User loses system access but records remain
Can be reactivated if needed
Staff Record Management
When to Create Staff Records
Create staff records for team members who need:
Work scheduling and assignments
Payroll processing and benefits
Time tracking and attendance
Operational role assignments
Staff Information Setup
Employment Details
Employment Type: Full-time, part-time, contract, seasonal
Pay Type: Hourly, salary, commission, per-service
Pay Rate: Compensation amount
Tax Withholding: Percentage for tax calculations
Operational Information
Department: Organizational department
Position: Job title (e.g., "Lead Instructor", "Equipment Manager")
Start Date: Employment start date
Benefits Eligibility: Checkbox for benefits participation
User Account vs Staff Record
User Account Provides:
System login and authentication
Role-based permissions
Security and access control
Staff Record Enables:
Scheduling and work assignments
Payroll and compensation
Benefits and HR features
Operational management
Access Control Best Practices
Security Guidelines
Principle of Least Privilege: Start with minimal permissions
Regular Review: Audit user access quarterly
Role Separation: Separate system roles from job titles
Strong Passwords: Enforce password requirements
Account Monitoring: Track login activity and access patterns
Permission Management
Assign roles based on job requirements, not seniority
Use custom roles for specific organizational needs
Regularly review and update permissions
Document role assignments and business justifications
Onboarding New Team Members
Create User Account: Set up login and basic permissions
Assign Appropriate Role: Based on job requirements
Create Staff Record: If operational features needed
Send Invitation: User receives email with activation instructions
Provide Training: System orientation and role-specific training
Troubleshooting Common Issues
User Can't Access Features
Verify role permissions match job requirements
Check if staff record is needed for operational features
Ensure user has activated their account
Confirm email address is correct
Role Permission Problems
Review role definitions and permissions
Check for conflicts between system role and job requirements
Consider creating custom role for specific needs
Verify user is assigned to correct role
Staff Record Issues
Ensure staff record exists for scheduling/payroll features
Verify employment information is complete
Check department and position assignments
Confirm pay information is accurate
Integration with Other Systems
Staff Scheduling
Staff records integrate with:
Course scheduling and instructor assignments
Equipment management and maintenance schedules
Dive trip planning and guide assignments
Payroll Processing
User accounts connect to:
Time tracking and attendance
Pay rate and benefit calculations
Tax withholding and reporting
Benefits administration
Reporting and Analytics
Team management data supports:
Staff performance reporting
Access control auditing
Operational efficiency analysis
Compliance and security monitoring
This centralized approach to team management ensures consistent access control while supporting all operational needs of your dive center.
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