Link a Staff Member to a User
Connect a Harbor Soho staff record to an accepted location user, or create an internal employee user from the staff form and finish the association by saving the staff record.
In this article
This guide covers the staff form workflow used to connect a staff profile with a login identity. The link can be created from a new staff record or from an existing profile such as Olivia Hart in the GB demo.
The association is not a separate screen or one-click action. It is saved through the staff create or update form after the operator has selected an eligible user and confirmed whether staff details should inherit user data.
Before you start
- Harbor Demo Group and Harbor Soho are selected in the app context.
- The operator has staff:manage for the selected location, and staff-roles:view so the required staff role can be loaded before saving.
- To link an existing account, the operator has users:view or users:manage and the user is accepted in Harbor Soho, has no staff record in that location, and is not an internal device user.
- To create the account from the staff form, the operator has users:manage and Harbor Soho has an internal access namespace configured.
Instructions
- 1.
Open the staff form
Open location/staff/create to add a new employee, or open location/staff/detail/:staffId to change the linked user on an existing staff profile.
- 2.
Choose an associated user
Use the associated-user selector to choose an accepted Harbor Soho user. Choose the empty option when the staff member should stay unlinked or when an existing link should be cleared.
- 3.
Set user data inheritance
Enable Use user data only when the staff record should inherit the selected user's name, email, phone and avatar. Leave it off when the staff record should keep manually entered identity and contact details.
- 4.
Create an employee user if needed
If no suitable user exists, start Create internal user from the staff form. The app opens the location user form for an employee account; enter full name, User ID and password, then create and associate to return with that user selected.
- 5.
Save the staff record
Review the staff role, associated user, Use user data setting and vacation fields, then save. The link is stored through the staff create or update form, and the staff list plus related staff views refresh after the save.
- 6.
Unlink when needed
To remove the association, open the staff detail form, choose the empty associated-user option, confirm Use user data is off and save. The employee remains in the staff directory without a linked user account.
Validations and limits
- Every saved staff record needs a staff role; if no user is linked, first name and last name are required.
- The associated-user selector appears only with users:view or users:manage. Create internal user appears only with users:manage.
- The selector lists accepted Harbor Soho users without a staff record in that location. Users linked to archived staff records are also excluded.
- Internal device users are not eligible for staff linking.
- The same user cannot be associated with two staff records in the same location.
- Use user data only applies when a user is selected. When enabled, manual name, email, phone and avatar fields are disabled and overwritten on save.
- Internal employee-user creation requires full name, User ID and a password of at least 6 characters, and it fails if the location has no internal namespace configured.
- Do not use organisation-level internal user creation for this workflow; staff linking uses location/access/users/create.
Expected result
The staff profile is saved with the selected user account, or explicitly left unlinked. When Use user data is enabled, the staff identity and contact fields stay aligned with the linked user's data.