Staff List

1. What this page is for

The Staff List page is used to manage all back-office staff and administrator accounts across the website. It allows administrators to create new staff accounts, assign agents and roles, manage active/inactive statuses, enforce or reset two-factor authentication (2FA), and inspect sign-in logs and activity history for each staff member.

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2. Before you start

• Required permissions: You must have the 'Staff' permission with 'View' access to view the staff list.
  • To create new staff accounts, you need 'Staff' permission with 'Create' access.
  • To edit staff details, roles, or 2FA settings, you need 'Staff' permission with 'Edit' access.
  • To change another staff member's password, you need 'Staff Password' permission with 'Edit' access.
  • To delete a staff account, you need 'Staff' permission with 'Delete' access.
• Prerequisites:
  • Username: 6–18 characters, lowercase English letters, numbers, +, and _ only (no spaces, no uppercase letters, unique across the system).
  • Password: Strong password meeting security rules (at least 8 characters, uppercase, lowercase, numbers, and special symbols; must not match the username).
  • Email: Valid email address for notifications and account recovery.
  • Role: Ensure the necessary roles are already created under Roles (or create one on the fly using the quick-create dialog).
  • Agent: Know which agent the staff member will be assigned to manage.

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3. Screen layout

From top to bottom, the page includes:

1. Header: Displays the page title Staff, description, and the Create User button (plus icon) in the upper right.
2. Filter Toolbar:
   • Search input for username.
   • Status selector (All Status, Active, Inactive).
   • More filters toggle button.
3. Advanced Filters Grid: When expanded, provides date pickers for Created Date and Updated Date, and typeahead search fields for Created By and Updated By.
4. Active Filter Chips: Displays currently applied filters with clear buttons and a Clear all button.
5. Table Controls & Refresh: Shows total staff count and a refresh button (circular arrow icon).
6. Data Table: Displays favorite star, creation date, updated date, agent details, username, email, role, description, status badge, two-factor badge, and row action buttons.
7. Pagination: Located at the bottom to navigate pages and adjust rows per page (10, 20, 50, 100).

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4. Search and filters

Field / Filter	Type	Options / How to use	Result
Search staff by username…	Text input	Type a username and press Enter	Filters the table to show matching staff accounts
Status	Dropdown	Choose from: All Status, Active, or Inactive	Filters staff accounts by account status
More filters	Button	Click to expand or collapse the advanced filter panel	Shows or hides additional filter fields
Created Date	Date range picker	Select start and end dates	Shows staff accounts created within this date range
Updated Date	Date range picker	Select start and end dates	Shows staff accounts updated within this date range
Created By	Typeahead search	Type and select the username of the creator	Shows staff accounts created by that user
Updated By	Typeahead search	Type and select the username of the updater	Shows staff accounts last edited by that user
Clear all	Button	Click Clear all or the chip cross icons	Resets all filters back to default values

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5. Data table

Table columns

Column	What you see	Meaning	Badges / Icons
Favorite	Star icon	Pins frequently accessed staff accounts to the top	Yellow star = Favorited, Gray star = Not favorited
Created At	Date & time (hh:mm:ss)	When the staff account was created (sortable)	-
Updated At	Date & time (hh:mm:ss)	When the staff account was last modified (sortable)	-
Agent	Logo, agent type badge, prefix, and View button	The agent(s) this staff belongs to. Click View if assigned to multiple agents	Purple = WL, Blue = B2B, Green = B2C, Red = System Admin
Username	Text string (e.g. staff_anna)	Username used to sign in to the back-office	Bold text
Email	Email string	Registered contact email address	-
Role	Role name or Owner badge	Assigned role defining access rights. Account owners show the Owner badge	Gray/Primary chip for standard roles, Red badge for Owner
Description	Short text snippet	Notes about the staff member; hover to see full text	Popover tooltip
Status	Status badge	Indicates whether the account can log in	Green = Active, Yellow = Inactive
2FA	Two-factor status badge	Current 2FA enforcement and enrollment state	Orange = Required, Green = On, Yellow = Pending setup, Gray = Off
Actions	Action buttons	Buttons to view, edit, or delete the account	See details below

Row actions

Button	Icon / Color	Action when clicked	Conditions
Edit	Pencil icon / Blue	Opens the edit page to change details, roles, or 2FA	Available for standard staff accounts when having edit rights
View	Eye icon / Blue	Opens the account view in read-only mode	Replaces Edit button for Owner (Super Admin) accounts
Delete	Trash icon / Red	Opens the delete confirmation dialog	Only enabled when the account status is Inactive (Owner cannot be deleted)
View (Agent column)	Users icon / Blue	Opens a dialog showing all assigned agent memberships	Shown when staff belongs to more than 1 agent

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6. Step-by-step guides

1. Creating a new staff account

1. Go to Staff > Staff list from the left navigation sidebar.
2. Click the Create User button in the top right.
3. In the Basic Information section:
   • Enter a Username (6–18 characters, lowercase, numbers, + or _).
   • Enter a Password meeting all displayed security requirements.
   • Enter an Email address.
   • Toggle Status to Active (green).
   • Enter an optional Description.
4. In the Agent Assignments section:
   • Select User Type (e.g. B2C, B2B, WL).
   • Select the assigned Agent.
   • Select a Role (or click + New Role to create one).
   • Switch on Default for the primary agent assignment.
   • Click + Add Agent if assigning to additional agents.
5. Click Save in the bottom action bar.
6. A green confirmation toast User created successfully will appear.

2. Editing staff details and reassigning roles

1. Find the staff member in the table.
2. Click the Edit (pencil icon) button.
3. Update fields such as email, description, or assigned roles.
4. Click Save in the bottom action bar.
5. A green confirmation toast User updated successfully will appear.

3. Resetting or changing passwords

1. Open the staff member's edit page (requires 'Staff Password' permission).
2. Locate the Password field under Basic Information.
3. Type the new password meeting all security rules (leave blank if keeping the existing password).
4. Click Save.

4. Managing two-factor authentication (2FA)

1. Open the staff member's edit page.
2. Scroll to the Two-Factor Authentication section:
   • Enforce 2FA: Click Enforce to require 2FA on their next login (or click Remove Enforcement to relax).
   • Reset 2FA: Click Reset and confirm if the staff member lost their phone or needs to pair a new device.
3. Verify the success notification.

5. Deactivating and deleting a staff account

1. To suspend access temporarily:
   • Edit the staff account, toggle Status to Inactive (gray), and click Save.
2. To delete permanently:
   • Ensure the account is set to Inactive.
   • Click the Delete (trash icon) button in the table row.
   • Confirm by clicking Delete in the popup dialog.
   • The account will be permanently deleted.

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7. Add or edit forms

Create Staff Form (/team/staff/create)

Section 1: Basic Information

Field	Required?	What to enter	Example	Validation rules
Username	Required	Login username	staff_anna	6–18 characters, lowercase letters, numbers, +, _ only; must be unique
Password	Required	Login password	P@ssw0rd2026!	At least 8 characters, uppercase, lowercase, number, symbol; cannot equal username
Email	Required	Contact email address	anna@winnova.com	Valid email format; must be unique
Status	Required	Account status toggle	Active	Active = Can log in, Inactive = Suspended
Description	Optional	Notes or department info	Customer Support Morning Shift	Up to 255 characters

Section 2: Agent Assignments

Field	Required?	What to enter	Example	Validation rules
User Type	Required	System scope	B2C	Choose from available user types
Agent	Required	Assigned agent brand	Winnova B2C Official	Select from authorized agents
Role	Required	Permission set	Customer Support	Select from existing roles or click + New Role
Default	Required	Primary agent flag	Enabled	Exactly 1 assignment must be default

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Edit Staff Form (/team/staff/[id])

In addition to basic information and agent assignments, the edit page includes:

1. Username: Read-only (cannot be changed once created).
2. Password: Displayed only for users with 'Staff Password' permission; leave empty to keep current password.
3. Two-Factor Authentication: Displays current status, Enforce / Remove Enforcement button, and Reset button.
4. Sign-In History: Event filter, timestamp, IP address, country, and browser/device audit records.
5. User Log: Embedded activity history table showing all back-office operations performed by this user.

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8. Popups and dialogs

1. Agent Memberships Dialog

• Triggered by: Clicking the View button in the Agent column.
• Content: Table showing Added At, Logo, Agent Type, and Agent Prefix for all assigned agents.
• Action: Inspect the list and click Close.

2. Quick Create Role Dialog

• Triggered by: Clicking + New Role within the Agent Assignments section.
• Content: Role creation form with Role Name, Description, and Rights Editor.
• Action: Fill in details, select rights, and click Create Role.
• Result: Role is created and automatically selected in the assignment row.

3. Confirm Delete Modal

• Triggered by: Clicking the Delete button on an inactive staff row.
• Content: Warning message displaying the username to be deleted.
• Action: Confirm by clicking Delete, or click Cancel.

4. Confirm Reset 2FA Modal

• Triggered by: Clicking Reset in the Two-Factor Authentication section.
• Content: Warning confirmation to unpair the staff member's authenticator device.
• Action: Confirm to reset 2FA enrollment.

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9. Statuses and badge colors

Badge / Status	Color	Meaning	Next Action
Active	Green	Account is active and can log in	Normal operation
Inactive	Yellow	Account is suspended; login blocked	Re-enable when ready or delete if no longer needed
2FA: Required	Orange	Account is enforced to use 2FA	Staff must configure an authenticator app
2FA: On	Green	2FA is active and paired	Normal secure operation
2FA: Pending setup	Yellow	2FA enforced, waiting for user to scan QR code on first login	Advise user to complete setup
2FA: Off	Gray	2FA is not enabled	Recommend enforcing 2FA for security
Owner	Red	Agent owner account (Super Admin)	Protected by system; cannot be modified or deleted here

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10. Frequently asked questions / Troubleshooting

• Why is the delete button disabled or showing an error?
  • Staff accounts must be switched to Inactive before they can be deleted. Edit the user, set status to Inactive, click Save, and then delete.
• What should I do if a staff member loses their phone with 2FA?
  • An administrator can open the staff edit page, scroll to Two-Factor Authentication, and click Reset. On their next login, the user will be presented with a new QR code to pair their new device.
• Why can't I see the password field on the edit page?
  • Changing other users' passwords requires the 'Staff Password' permission. Contact your system administrator if you need this capability.
• Why can't I edit or delete the Super Admin / Owner account?
  • Owner accounts are protected by the platform architecture. They can only be managed from higher system tiers (White Label or System Admin).
• Username or email already in use error:
  • Usernames and email addresses must be unique across the platform. Choose a different username or verify if an existing account is already registered.