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
----------------

* :doc:`company-settings` - Configure business information
* :doc:`services-settings` - Manage service offerings
* :doc:`repair-order-settings` - Set workflow permissions