Managing Team Members – ZYNOFF

Overview

This guide will walk you through adding and managing team members in ZYNOFF, including setting up their basic information, configuring permissions, and sending welcome emails with login credentials. Managing your team effectively ensures the right people have access to the features they need whilst maintaining security and control over your business data.

Getting Started

There are two ways to access Team Members in ZYNOFF:

From the onboarding checklist: When you first set up ZYNOFF, you'll see a "Do This First" panel on your home dashboard. Click Add Team Members from this checklist to begin adding your team.
From the navigation menu: Navigate to Team Members from the LIBRARIES section in the left sidebar.

You must have administrative access to add or modify team members.

Step 1: Adding a new team member

Adding a team member allows you to grant access to ZYNOFF for employees, contractors, or anyone who needs to work within your system. You'll configure their basic details, contact information, and system permissions.

Click the green + button in the top right corner of the Team Members page to open the Add New team member form.

Basic information

Complete the basic information fields to identify the team member in your system.

Upload a profile photo by clicking the image upload area (optional but recommended for easy identification)
Select the Type from the dropdown menu
Enter the team member's contact details and position

Contact and identification fields

Complete all relevant fields for the team member:

Type: Select from Administration, Management, or Trades Person depending on their role
First Name: Enter the team member's first name
Last Name: Enter the team member's surname
Phone Number: Enter their contact telephone number
Email: Enter their email address (this will be used for login credentials)
Trade Certifying Registration Number: Enter any relevant trade certification numbers
Vehicle Number: Enter vehicle registration if applicable
Position: Specify their job title or role

Address details

Enter the team member's address information:

Search Address: Use the address search field to quickly find and populate the address
Building Name: Enter building or complex name if applicable
Street Number: Enter the street number
Street Name: Enter the street name
Suburb: Enter the suburb
City: Enter the city
Region: Enter the region or county
Postal Code: Enter the postcode
Country: Select the country from the dropdown menu

Labour cost information

Configure the cost settings for this team member:

Hourly Rate: Enter the team member's hourly rate

Note: Hourly rate field is used for job costing and reporting purposes.

Step 2: Configuring permissions

Permissions control which areas of ZYNOFF the team member can access and what actions they can perform. Setting appropriate permissions ensures data security whilst enabling team members to do their work effectively.

Understanding permission levels

Each module in ZYNOFF has four permission levels:

Read: View information only
Create: Add new records
Update: Modify existing records
Delete: Remove records

Toggle each permission on (green) or off (grey) based on the team member's role and responsibilities.

Select All Permissions option

Use the Select All Permissions toggle at the top to quickly enable all permissions for super administrators. For most team members, you'll want to configure permissions individually.

Setting permissions by module

Configure permissions for each module based on the team member's role:

Settings:

Read: View company settings
Update: Modify company settings

Team:

Read: View team member list
Create: Add new team members
Update: Modify team member details
Delete: Remove team members

Suppliers:

Read: View supplier information
Create: Add new suppliers
Update: Modify supplier details
Delete: Remove suppliers

Purchase Orders:

Read: View purchase orders
Create: Create new purchase orders
Update: Modify purchase orders
Delete: Remove purchase orders

Products & Services:

Read: View products and services catalogue
Create: Add new products or services
Update: Modify product details
Delete: Remove products or services

Clients:

Read: View client information
Create: Add new clients
Update: Modify client details
Delete: Remove clients

Enquiries:

Read: View enquiries
Create: Create new enquiries
Update: Modify enquiries
Delete: Remove enquiries

Timesheets:

Read: View timesheets
Create: Create new timesheets
Update: Modify timesheets
Approve: Approve timesheets
Delete: Remove timesheets

Quotes:

Read: View quotes
Create: Create new quotes
Update: Modify quotes
Delete: Remove quotes

Jobs:

Read: View jobs
Create: Create new jobs
Update: Modify jobs
Delete: Remove jobs

Invoices:

Read: View invoices
Create: Create new invoices
Update: Modify invoices
Delete: Remove invoices

Expenses:

Read: View expenses
Create: Create new expenses
Update: Modify expenses
Delete: Remove expenses

Inventories:

Read: View inventory
View Main Inventory: Access main inventory view
View Van Inventories: Access van inventory views
Adjust Inventory: Make inventory adjustments

Reports:

Read: View reports

Supplier Documents:

Read: View supplier documents
Create: Upload new supplier documents
Update: Modify supplier documents
Delete: Remove supplier documents

Saving the team member

Once you've completed all fields and configured permissions, click the green Save button at the bottom right of the page. Click Cancel if you need to discard changes.

Step 3: Sending welcome email with credentials

After successfully saving a new team member, ZYNOFF automatically sends a welcome email to the email address provided. This email contains their login credentials and instructions for accessing the system.

The welcome email includes:

Login URL for ZYNOFF
Username (typically their email address)
Password

Note: Ensure the email address is correct before saving, as the credentials will be sent immediately to this address.

First login instructions

Advise new team members to:

Check their email inbox (and spam folder) for the welcome email
Click the login link provided
Enter their username and password
Change their password on first login for security

Best Practices

Complete onboarding early: If you're new to ZYNOFF, use the "Do This First" checklist on your home dashboard to add team members as part of your initial setup. This ensures your team can start working in the system immediately.
Role-based permissions: Configure permissions based on job roles rather than individuals. Create consistent permission sets for each role type (e.g., all site managers have the same permissions).
Principle of least privilege: Only grant the minimum permissions needed for each team member to perform their duties. This reduces security risks and prevents accidental data changes.
Regular permission audits: Review team member permissions quarterly to ensure they remain appropriate, especially after role changes or promotions.
Accurate contact information: Always use business email addresses rather than personal ones for better security and accountability.
Vehicle and certification tracking: Keep trade certifying registration numbers and vehicle details up to date for compliance and scheduling purposes.
Hourly rate updates: Review and update hourly rates annually or when pay changes to ensure accurate job costing and reporting.
Deactivate rather than delete: When team members leave, deactivate their accounts rather than deleting them to maintain historical records and audit trails. Note that the account owner cannot be deactivated.
Document permission changes: Keep a record of significant permission changes for security and compliance purposes.

Common Use Cases

Adding a site supervisor

A site supervisor typically needs broad read access across most modules with create and update permissions for jobs, timesheets, and expenses, but limited access to financial settings and invoicing.

Adding an office administrator

Office administrators usually require full permissions for clients, quotes, invoices, and suppliers, with read access to jobs and limited access to team member management.

Adding a trades person

Trades people typically need read access to their assigned jobs, create and update permissions for timesheets, and read access to products and services they'll be installing.

Troubleshooting

Team member didn't receive welcome email

Verify the email address was entered correctly in the team member's profile
Ask them to check their spam or junk mail folder
Check your email server settings if multiple team members report missing emails
You can resend the invitation by clicking the three dots menu next to the team member's name and selecting Resend Invitation

Cannot save team member due to validation errors

Ensure all required fields are completed (First Name, Last Name, Email, and Type are mandatory)
Check that the email address is in a valid format (e.g., name@company.com)
Verify that the email address isn't already in use by another team member

Team member cannot access certain features

Navigate to the team member's profile and review their permissions
Verify the correct module permissions are toggled on (green)
Check if they need both Read and Create permissions to add new records

Need to change a team member's role or permissions

Navigate to Team Members from the left sidebar
Click the three dots menu next to the team member's name
Select Edit to modify their details and permissions
Update the required permissions and click Save

Team member account needs to be temporarily disabled

Navigate to Team Members from the left sidebar
Click the three dots menu next to the team member's name
Select Deactivate from the menu options
Confirm the deactivation when prompted
This prevents login whilst preserving their historical data and records

Note: The account owner cannot be deactivated. Only other team members can be deactivated.

Need More Help?

If you encounter any issues managing team members, please contact our support team or refer to our other help articles for more guidance on using ZYNOFF.