Managing Personnel

The Personnel page allows Site users to manage personnel records, system access, roles, and permissions from a centralized location. You can add and edit personnel, manage role-based access, associate users with locations and disciplines, and deactivate or reactivate users as needed.

After reading this guide, you will know how to:

• View and search personnel records
• Understand roles and access levels
• Add and edit personnel
• Assign and manage system access
• Associate personnel with locations, disciplines, and groups
• Remove system access
• Add notes and documents
• Deactivate and reactivate users
• Resend invitations

To access Personnel, log in to Exxat One and select Personnel from the left navigation menu. The Personnel page displays personnel records along with their roles, access status, last login, and available actions.

Personnel Overview

The Personnel page provides a quick overview of personnel records and their access details.

Summary Cards

• Total Personnel – Shows the total number of personnel members.
• Personnel with Access – Shows the number of personnel members with system access.
• Awaiting Activation – Shows the number of personnel members who have been invited but have not yet activated their account.
• Inactive – Shows the number of personnel members marked as inactive.

Personnel Grid

The grid displays the following columns:

• Name
• Role & Access
• Email
• Designation
• Last Login
• Status
• Actions

Resend Invite

The Resend Invite option is available for personnel who have been invited but have not yet activated their account. Select the personnel member and click Resend Invite to send the invitation again.

Searching, Filtering, and Navigating the List

The Personnel page includes search and filtering options to help you quickly locate specific personnel records.

• Search – Type at least three characters to search for a person by name.
• Designation Filter – Filter the list based on the personnel designation.
• Reset Filters – Clears any applied filters and restores the full personnel list.

At the bottom of the grid, pagination controls help manage how many records are displayed:

• Rows per page – Select the number of personnel records displayed on a page.
• Pagination controls – Use the navigation arrows or page numbers to move between pages.

Understanding Roles & Their Capabilities

Exxat One provides six distinct roles for site personnel. Each role is assigned at the time of adding a personnel member or can be updated later via the Edit Personnel wizard.

Module-Level Access by Role

The table below summarizes access levels across each primary module for all six roles.

Screen-Wise Access by Role

The following section outlines screen-level access and configuration abilities for each user role in Exxat One – For Sites.

Step-by-Step Setup Guide

Personnel management is handled directly in Exxat One. Site Administrators and Coordinators can add new staff members from the Personnel list — no support ticket required.

Navigate to: Personnel — accessible directly from the left sidebar navigation.

Navigate to the Personnel List

From the Site Portal, click Personnel in the left sidebar navigation. The Personnel list displays all staff members with their role, access status, last login, and available actions.

Personnel List: Total staff members shown. Status filters include Role, Designation, System Access, and more.

Adding a New Personnel Member

Clicking the + Add Personnel button opens the wizard. The experience differs based on your role — Coordinators see a single-step Details form, while Site Administrators see the full three-step wizard with access assignment.

Adding Personnel as a Coordinator

If you are a Location Coordinator, Discipline Coordinator, or Location-Discipline Coordinator, clicking Add Personnel opens a single-step Details form only. There is no Access & Role step.

• Contact Information: Email*, Phone number
• Basic Information: First Name*, Last Name*, Prefix, Credentials, Designation, National provider identifier
• Address Information: Address Line 1/2, City, State, Country, Zipcode

Fill in the required fields and click Save. The staff member is added to the system without system access. A Site Administrator can grant the appropriate role from the action menu on the Personnel list.

Add Personnel as a Coordinator: single-step Details form. The Save button submits the record directly. No Access & Role step is shown.

Adding Personnel as a Site Administrator

Site Administrators see the full Add Personnel wizard with three steps: Details, Access & Role, and Review and Confirm. This allows the admin to add the person and assign their role in one flow.

Site Admin – Step 1: Details

Fill in the required contact and basic information for the new staff member. Required fields are marked with an asterisk (*).

• Contact Information: Email*, Phone number
• Basic Information: First Name*, Last Name*, Prefix, Credentials, Designation, National provider identifier
• Address Information: Address Line 1/2, City, State, Country, Zipcode

Click Next to proceed. The Next button remains disabled until all required fields are completed.

Add Personnel Step 1 (Site Admin): Details form with required fields. Click Next to advance to Access & Role.

Site Admin – Step 2: Access & Role

Step 2 controls whether this person will receive system access and, if so, which role they are assigned. This step is only visible to Site Administrators.

If you do not wish to grant system access immediately, leave the Grant Access toggle OFF. The user's details will be saved. You can grant system access later from the action menu.

Step 2 with Grant Access toggle OFF: user details saved without system access. Access can be granted later from the action menu.

To grant system access, turn the Grant Access toggle ON. A role selection panel appears. Select one of the six roles by clicking the corresponding radio button.

Step 2 with Grant Access toggle ON: six roles are displayed with scope badges. Select one role to proceed.

The six roles available are:

• Site Admin — Full Access
• Location Coordinator — Scoped by location
• Discipline Coordinator — Scoped by discipline
• Location-Discipline Coordinator — Scoped by location & discipline
• Jobs Admin — Jobs Only
• Site Read Access — Read Only

Click Next after selecting a role to advance to the Review step.

Site Admin – Step 3: Review and Confirm

Step 3 displays a summary of all information entered. Review the details, system access status, and assigned role before saving.

The call-to-action button reflects the access decision:

• Save and Send Invite — shown when Grant Access is ON. The user immediately receives a login invitation. No support ticket needed.
• Save — shown when Grant Access is OFF. The record is created without sending an invitation.

Step 3 Review (Site Admin): "Save and Send Invite" CTA with confirmation that a login invitation will be sent immediately on save.

Editing an Existing Personnel Record

To edit a personnel record, click the pencil icon in the Actions column of the Personnel list. Site Administrators can also access the Edit wizard by clicking the Edit button on the personnel profile page.

Editing as a Coordinator

Coordinators see a single-step Details form pre-filled with the existing record. Make the required changes and click Update to save. There is no Access & Role step — role and system access changes must be handled by a Site Administrator.

Edit Personnel as a Coordinator: single-step Details form with direct Update button. No Access & Role step is available.

Editing as a Site Administrator

Site Administrators see the full Edit Personnel wizard with two steps — Details and Access & Role. There is no Review step.

Site Admin Edit – Step 1: Details

Pre-filled with the existing personnel record. Make any required changes to contact or basic information, then click Save and Next.

Edit Personnel Step 1 (Site Admin): pre-filled Details form. Click Save and Next to advance to Access & Role.

Site Admin Edit – Step 2: Access & Role

Toggle Grant Access ON or OFF, or change the assigned role by selecting a different radio button. Click Save to apply the changes immediately.

Edit Personnel Step 2 (Site Admin): role selection. The current role is pre-selected. Change the role or toggle access, then click Save to update.

Removing System Access

To revoke platform access from a personnel member without deactivating their record, use the Edit Personnel wizard and turn the Grant Access toggle OFF in Step 2.

1. Open the Edit Personnel wizard for the staff member (pencil icon from the Personnel list).
2. Click Save and Next on Step 1 to advance to Step 2.
3. Turn the Grant Access toggle to the OFF position.
4. Click Save.

The user's record remains in the system, but they will immediately lose the ability to log in to Exxat One. Their data, associations, and audit history are preserved.

Grant Access toggle set to OFF in Edit Personnel Step 2: clicking Save removes system access immediately.

Managing Roles After Creation

After a personnel record is saved, you can further configure their scope by managing their associated locations, disciplines, and groups. These associations are managed from the personnel's Profile page.

To open a profile: from the Personnel list, click on the staff member's name.

Personnel Profile page. The right sidebar shows Access & Role, Associated Disciplines, Associated locations, and Coordinator for groups — each with an Edit button.

Associating Staff with Locations

Applicable to: Location Coordinator and Location-Discipline Coordinator. Assigning locations scopes the user's access to data for those locations only.

1. On the profile page, locate the Associated locations section in the right sidebar.
2. Click the Edit button next to the Associated locations header.
3. The Manage Associated locations panel opens, showing all locations with checkboxes.
4. Click the checkbox to the left of a location name to associate or disassociate the staff member.
5. Use the Location Coordinator toggle (slider) to designate this person as the primary coordinator for that location.
6. Use the Search box or the State filter to find locations quickly across large lists.
7. Click Update to save your changes.

Manage Associated locations panel: select locations via checkboxes; toggle the Location Coordinator switch per location. Search and State filter available.

Associating Staff with Disciplines

Applicable to: Discipline Coordinator and Location-Discipline Coordinator. Assigning disciplines scopes the user's access to data for those disciplines only.

1. On the profile page, locate the Associated Disciplines section in the right sidebar.
2. Click the Edit button next to the Associated Disciplines header.
3. The Manage Associated Disciplines panel opens, showing all disciplines in a checklist.
4. Select or deselect the disciplines you want to associate or disassociate with the staff member.
5. Use the search option below the update button to search for a specific discipline by name.
6. Click Update to save your choices.

Manage Associated Disciplines panel: three-column checklist of all disciplines. Currently assigned disciplines are pre-checked.

Associating Staff with Groups

Coordinator for Groups associations are available for all scoped roles. Assigning a group makes the user a coordinator for all locations within that group.

1. On the profile page, locate the Coordinator for Groups section in the right sidebar.
2. Click the Edit button next to the Coordinator for groups header.
3. The Manage Associated Groups panel opens, listing all available groups with their member count.
4. Select or deselect the groups you want to associate or disassociate with the staff member.
5. Use the Search bar to find a group by name.
6. Click Update to save changes.

Manage Associated Groups panel: select groups to assign the user as coordinator for all locations within each group.

Editing Basic Details and Adding Notes

You can update a personnel member’s basic information and add notes or documents from their personnel profile.

1. From the Personnel list, click the name of the personnel member.
2. In the Basic Information section, click Edit.
3. Update the required details, such as First Name, Last Name, Email, Contact, Designation, Address, Credentials, or National Provider Identifier.
4. Save the changes.
5. To add a note or document, go to the Notes and documents section and click Add Notes and documents.
6. Enter a Title, Description, and Document Type.
7. To attach a document, click Upload a file and select the file from your device.
8. Click Save to add the note or document to the personnel profile.

Deactivating/Reactivating a User

Deactivating a user removes their platform access entirely and marks their record as Inactive. This is a reversible action — a deactivated user can be reactivated by a Site Administrator.

Note: To remove access without deactivating, use the Remove System Access flow described above (Edit Personnel → Step 2 → Toggle OFF). Deactivation is for permanent or long-term removal from the platform.

To Deactivate a User

1. Open the personnel profile by clicking their name in the Personnel list.
2. Click the Mark as Inactive button in the top-right area of the profile header.
3. A confirmation modal titled "Mark User Inactive" appears. It shows the user's name, their ongoing schedule count, and the warning: "This user will immediately lose access to Exxat One."
4. Review the schedule impact warning: the user will be automatically removed from all active schedules. This cannot be undone without manually re-adding them. Past schedules will remain unaffected.
5. Review the details in the modal, then click Confirm and Save to complete the deactivation.
6. To cancel without making changes, click the Cancel button.

Mark User Inactive confirmation modal. Shows the user's name, ongoing schedule count, and schedule removal warning. The action is reversible.

To Reactivate a User

To restore access to a deactivated user:

1. Locate the user in the Personnel list. Click the InActive stat chip at the top of the page, or use the Status filter and select Inactive.
2. Click the Reactivate button in the Actions column — no need to open the profile.
3. Alternatively, open the user's profile by clicking their name. The profile header displays an "Inactive" badge with a deactivation audit trail, and a Reactivate button in the top-right area.
4. After reactivating, use Grant System Access or Edit Personnel to re-assign the user's role and scope if needed.

Personnel list filtered to Inactive. Each inactive user has a Reactivate button in the Actions column.

Inactive user profile. The header shows the "Inactive" badge, a deactivation audit trail, and the Reactivate button (top right).

Reactivation Confirmation Modal

When you click Reactivate, a confirmation modal appears before any changes are made. The modal content varies depending on whether the user previously had a system role.

If the user has no system access (No Access):

Reactivate User modal for a user with no system access. No email is sent; the user is simply marked Active.

If the user previously had a role (e.g., Location Coordinator, Site Admin):

Reactivate User modal for a user with a previous role. Their previous access is automatically restored and they immediately receive an invite email.

🎥 Video Walkthrough
Watch the full walkthrough for this guide. Chapters are included to help you navigate to each section.