How to edit an employee

In this article

Before you start

• You are signed in with Harbor Demo Group selected and Harbor Soho as the active location.
• The employee is active and belongs to Harbor Soho. The GB documentation runtime uses STAFF_ID=91dde52c-dd5f-4bb2-9d45-be187689822a for Olivia Hart.
• A staff role already exists for the role selection. This action does not create roles.
• You have staff:manage to save changes. With staff:view only, the detail can be opened but remains read-only.
• You have users:view or users:manage to see linked user controls. Creating an internal user from the employee form requires users:manage.

Instructions

1. 1.

   Open the employee record

   From the Staff area, open Employees and choose Olivia Hart's row action. The app opens the employee detail form for the selected Harbor Soho staff member. The same screen can also be opened directly with location/staff/detail/:staffId when STAFF_ID is known.

2. 2.

   Review the editable fields

   Check the current employee role, associated user, name, last name, email, phone, avatar and vacation days. Save changes stays disabled until the form has a local change to submit.

3. 3.

   Update profile or role details

   Change the fields that need correction, such as the role, displayed name, contact details, avatar or annual holiday allowance. If no user is linked, both first name and last name are required before saving.

4. 4.

   Manage the linked user

   Use the Associated user section when Olivia Hart should be connected to an accepted Harbor Soho user. Selecting a user stores the link. Turning on Use user data makes the employee profile use that user's name, contact details and avatar instead of the manual fields.

5. 5.

   Create a user if needed

   If the required accepted user is not available and you have users:manage, use Create internal user from the employee form. After creation, return to the employee record with that user selected and Use user data enabled before saving.

6. 6.

   Save the update

   Select Save changes. The app validates the required role and identity rules, updates the employee, shows a success message and returns to the Employees list, where the saved staff record remains visible.

Validations and limits

• Organisation and location context are required before the employee can be saved.
• A staff role is required for every update.
• If no user is linked, first name and last name are required.
• Vacation days are normalised to a whole number from 0 to 365 and cannot be negative.
• When Use user data is active, manual name, email, phone and avatar values are overwritten by the linked user's data.
• Archived employees and employees from another location cannot be updated through this action.
• The inspected implementation does not show email or phone format validation for this action.
• Archive or deactivate uses DELETE /staff/{staffId}; it is a separate action from staff.update.

Expected result

Olivia Hart's active staff record is updated for Harbor Soho, related staff and calendar views are refreshed, and the operator returns to the Employees list with the saved changes reflected.