A person's record: profile, access, appointments and activity

A person in Maliru is an operational record, not just a login: their role, what they're allowed to do, what they hold, what they've signed and what has happened to their record. Click anyone in the Users list to open it.

The drawer and the full profile

Clicking a row opens a drawer beside the list. On a narrow screen it replaces the list, with Back to return. The top of the drawer shows the person's photo, name, mobile, access and status, with two buttons:

• View full profile, which opens the whole record in the main panel;
• Deactivate or Reactivate. See When someone leaves.

Tap the photo to see it full size. On the full profile, the camera badge on the photo offers Upload photo and Remove photo.

Both the drawer and the full profile have the same tabs:

• Profile
• Onboarding: whether the invite has been used, and what the record is still missing.
• Credentials: the person's licences and tickets, with their level and where they count. Approving a self-submitted one needs Manage users; verifying one needs Manage compliance, and nobody can verify their own. See Credentials and competency.
• Documents: see Worker documents.
• Pay: only for people with Manage pay rates, and on your own record. See Setting up pay: rates and contractor withholding.
• Sensitive info
• Forms: forms filed about this person.
• Activity

The Profile tab

• Invite, only while the person hasn't signed in: "Code active until {date}", "The invite code has expired." or "No active invite code.", with New code and Revoke code. A new code replaces the old one and runs for another 14 days. It isn't sent by itself: Text & email code in the code dialog texts it to their number, and emails it when they have an address.
• Sign-in: the number they sign in with, Change sign-in number, and the devices they're signed in on, each with Sign out this device. See below.
• Their access, worker classification, team, trade, capability (driver or non-driver) and appointments. The full profile adds status, Reports to, and start and end dates.
• Record readiness: Ready, or the fields still needed — first name, last name, email, mobile, worker classification, job title or start date.
• Permissions: the chips they hold, as pills.
• Digital ID card, with Reissue card, when the workspace uses ID cards.
• Danger zone, for deleting an invite or erasing a record.

The full profile also shows Authority appointments and your Personal details and Work details fields.

Changing someone's sign-in number

When someone gets a new phone number, move it on their record rather than setting them up again, so their time, pay, leave, credentials, appointments and history stay in one place. On the Profile tab, choose Sign-in › Change sign-in number, type the new number and confirm.

• If they had signed in, their record becomes an invite for the new number. They're signed out everywhere and switched off until they sign in again, and you're shown a fresh code, once, with Text & email code to send it to the new number. They sign in with the new number, type the code, and they're back in the same record. Until then they're left off lone worker alarm ladders and aren't texted.
• If they hadn't signed in yet, the invite moves to the new number with a fresh code.
• Somebody who can still sign in can move their own number: Me › Settings › Sign-in number, with a code texted to the new one.

Only an owner can move the sign-in of an owner, of someone who administers access, or of anyone holding a permission you don't hold, because whoever holds the code can become that person. You move your own from Me, not here. A switched-off person has to be reactivated first. If another record already has the new number, Maliru names it: if that was a mistyped invite nobody used, delete it first.

If sign-in codes aren't texted to the new number's country, the record says so, for example Sign-in codes are not texted to +40 numbers. They won't be able to sign in with that number.

Signing out a lost or stolen phone

Sign-in lists the devices the person is signed in on in your workspace, and when each was last used. Sign out this device signs that one device out of your workspace and stops it showing your notifications. The person stays active and keeps their other devices.

If the SIM went with the phone, a code texted to their number would still reach it, so change their sign-in number or deactivate them as well. Deactivating someone signs out all of their devices, so switching them back on later doesn't bring a lost phone back.

Edit profile and Edit access

On the full profile's Profile tab there are two buttons.

Edit profile opens Edit full profile: "Update the details configured in User settings."

• Position, when your workspace has positions: "Whatever this position requires is asked of them on every job." See Eligibility.
• Your profile fields, in Personal details, Work details and Protected details.
• The mobile number is their sign-in, so it isn't changed here: "This is the worker's sign-in number. Change it from Sign-in on their Profile tab."

Edit access opens Edit access & role: the access profile, worker classification, Work pattern, Reports to, team, trade, Driver capability, the permission chips, and Jobs and schedule cover. The access profile, chips and cover need Manage access; the rest needs Manage users. See Access profiles and permissions.

To choose which fields appear, open the gear (Settings) in Users and then User details: "Choose the fields admins see when adding users and reviewing user profiles." Choose Add field for a preset such as Department or Home address, or a field type of your own. Each field can be Required or not, and Visible or not.

Authority appointments

"Delegated authority roles with expiry and revocation — for example transport manager or first aider." On the full profile, choose Grant appointment and fill in a Code, a Label, Expires on and Notes.

Each appointment shows who granted it. Revoke ends it ("{label} will no longer be held by {name}.") and it stays on the record as Revoked. An appointment with an expiry date is chased like a credential: reminders 30, 7 and 1 day before, and on the day it lapses, to the holder and to everyone with Manage users. After that it shows as Expired.

Appointments can also be shown on the digital ID card, as one of its information lines.

Sensitive info

The Sensitive info tab holds the National identifier, Right to work checked, and the emergency Contact name and Contact phone, plus any profile fields in Protected details.

• Viewing it needs Read sensitive info. Without it the tab says "Viewing sensitive info needs the Read sensitive info permission."
• With it, the details stay hidden until you choose Show sensitive info. "Views are recorded in the audit trail."
• Edit sensitive info changes them. Switch Right to work checked on to record that the check was done.

Activity and Forms

Activity is this person's slice of the audit trail, newest first, in plain words: Invited to the workspace, Joined the workspace, Access & role updated, Sensitive info viewed, Appointment granted, Credential added, Deactivated and so on, each with who did it.

Forms lists the forms filed about this person, such as a van sheet or a fitness-to-work declaration.