# Employee Settings

The Employee Settings page allows you to manage your team members and their access to Service Professional.

## Overview

The Employee Settings interface provides:

- Card-based employee directory
- Quick search and filtering
- Active/inactive employee sections
- Integrated authentication management

## Key Features

### Employee Management

#### Employee Profiles

- First and last names
- Display name (shown throughout the system)
- Job title and role
- Contact information
- Active/inactive status

#### Authentication Integration

- Automatic Supabase user creation
- Secure invitation emails
- Password reset capabilities
- Role-based access control

### Search and Filter

#### Quick Search

- Search by name, display name, or title
- Real-time filtering
- Search result count indicator
- Clear search with one click

#### Status Sections

- **Active Employees**: Currently working team members
- **Inactive Employees**: Former or suspended accounts
- Visual count badges for each section

### Interface Design

#### Employee Cards

- Color-coded status indicator (green for active, grey for inactive)
- Display name prominently shown
- Job title in subtitle
- Creation date for audit trail
- Quick edit button

## How to Use

### Adding a New Employee

1. Click the **Add Employee** button in the top bar.
2. Fill in the required information:
   - First Name (required)
   - Last Name (required)
   - Display Name (auto-filled but editable)
   - Title (optional)
   - Email (required)
3. Click **Add Employee** to create the account.

#### What Happens Behind the Scenes

1. Creates employee record in database.
2. Sends Supabase authentication invitation.
3. Employee receives email to set password.
4. Account becomes active upon first login.

### Editing Employee Information

1. Find the employee using search or scrolling.
2. Click the edit icon or anywhere on the employee card.
3. Update the necessary fields.
4. Click **Update** to save changes.

#### Display Name Auto-fill

- Automatically combines first and last name.
- Stops auto-filling once manually edited.
- Visual indicator shows manual vs auto-filled.

### Managing Employee Status

#### Deactivating an Employee

- Edit the employee.
- Toggle the Active switch off.
- Preserves all data and history.
- Removes system access.

#### Reactivating an Employee

- Edit the inactive employee.
- Toggle the Active switch on.
- Restores all permissions.
- May require password reset.

### Searching for Employees

1. Click the search icon in the app bar.
2. Enter search terms (name, title, etc.).
3. View filtered results instantly.
4. Click **Clear** to reset search.

## Best Practices

### Employee Onboarding

1. **Prepare Information**: Gather all employee details before adding.
2. **Consistent Naming**: Use consistent format for display names.
3. **Clear Titles**: Use descriptive job titles for clarity.
4. **Test Account**: Create a test employee first if needed.
5. **Communication**: Inform employees about invitation emails.

### Data Management

- **Regular Audits**: Review active/inactive status quarterly.
- **Update Promptly**: Keep contact information current.
- **Archive Don't Delete**: Deactivate instead of removing employees.
- **Document Roles**: Maintain clear job title descriptions.

### Security Considerations

- **Unique Emails**: Each employee needs a unique email address.
- **Strong Passwords**: Encourage strong password creation.
- **Access Review**: Periodically review who has system access.
- **Immediate Deactivation**: Deactivate accounts immediately upon termination.

### Display Name Guidelines

- **Professional Format**: "John Smith" or "Smith, John".
- **Consistency**: Choose one format for all employees.
- **Nicknames**: Include if commonly used: "Bob Smith (Robert)".
- **Initials**: Generated automatically from first and last names.

## Tips and Tricks

- **Bulk Operations**: Add multiple employees in succession without closing dialog.
- **Quick Search**: Type partial names for faster searching.
- **Status Toggle**: Quickly activate/deactivate from the edit dialog.
- **Sort Order**: Employees display alphabetically by display name.

## Troubleshooting

### Common Issues

#### Employee Can't Login

- Verify email address is correct.
- Check if invitation email was received.
- Resend invitation if needed.
- Ensure account is active.

#### Invitation Email Not Received

- Check spam/junk folders.
- Verify email address has no typos.
- Confirm email server settings.
- Contact support if persistent.

#### Duplicate Employee Entries

- Check for variations in email addresses.
- Review active and inactive sections.
- Merge duplicates through support.

#### Display Name Issues

- Clear browser cache.
- Refresh the page.
- Manually edit if auto-fill fails.
- Check for special characters.

## System Integration

Employee records integrate with:

- **Repair Orders**: Assign technicians to work.
- **Inspections**: Track who performed inspections.
- **Reports**: Employee productivity metrics.
- **Audit Logs**: Track system changes.

## Related Settings

- [Company Settings](company.md) - Configure business information.
- [Services Settings](services.md) - Manage service offerings.
- [Repair Order Settings](repair-orders.md) - Set workflow permissions.