People, staff information and organization structure¶

People brings together the information needed to recognize a colleague, understand their place in the organization and review their assigned WorkOS roles. Authorized staff can also review sensitive personnel information. Organization structure determines placement and reporting context; role assignments determine a separate part of product access.

This draft covers directory, staff profile and role-access foundations, plus personnel-file browsing and record creation. The intended journey follows WorkOS Final Screens. The current preview displays sample people and role choices, and its role-save controls do not save real assignments. Availability in your environment must be verified. The separate employment and People Service explanation covers backend rules and retired record-card limits; those action screens are not yet verified. The Organogram browsing guide adds structure navigation, assignment history and risk interpretation. The draft lifecycle guide adds creation, copying, settings, validation, publication and deletion with current implementation limits. The administration guide explains titles, units, positions, assignments and shared memberships, including save and correction limits. The routing guide adds profile placement, manager/position recipients, shared queues and historical-view distinctions. The personnel-file guide also explains confidential assistant summaries, partial results and protected intake/recovery. Connected personnel upload/lifecycle and remaining consumer/authority boundaries remain under documentation reconciliation.

What each part is for¶

For an individual task, use Find a person, review their profile and manage roles or Personnel files and confidential staff records. For employment changes, staff-service outcomes and legacy screen limits, read Employment changes and People Service work. Use Explore your organization and review coverage for structure navigation and risk review. Follow Prepare, review and publish an organization structure for the intended draft lifecycle and current save/publication limits. Continue with Maintain titles, units, positions and assignments for the detailed editing tasks. Read How your organization structure directs work to understand why a displayed holder and a task recipient can differ.

Names and file links in other workspaces¶

People information also supplies names and selection options elsewhere in the platform. Active options require active employment, enabled WorkOS access and no ongoing leave. A person's absence from those options does not mean their earlier work or staff record has been deleted. Existing records can still resolve names for disabled or on-leave people. A displayed name, email or “Active” label does not grant authority to perform the next action.

Some views resolve a name without a department or job title. Treat missing labels as unavailable information, not proof that the person has no organizational placement. If a name or assignment looks wrong, verify the intended person and workspace before proceeding and ask an authorized administrator to investigate.

File links are temporary. Open files through the authorized feature and keep the link private; if it expires, return to that feature to request access again. A link that opens is not by itself evidence that it is the right record, version or permitted purpose. Confidential personnel files and shared document viewing have their own controls and guides.

Who uses it¶

Employees use permitted directory information to identify colleagues and understand work context. Their own account details remain part of My account. External participants should use only the access granted for their work; participation does not grant directory or personnel access.

Managers use People to check the person and current organizational context before assigning responsibility or requesting an access change. A job title, management position or role label is not proof that every operation is permitted. Sensitive detail and role changes have distinct permissions.

Authorized staff administrators review role assignments and personnel information within their responsibilities. A workspace administrator should verify actual WorkOS permissions instead of assuming that a title grants every People action. Platform staff and support must use their authorized support process; this guide does not grant them employee-record access.

Executives and business owners can use the feature to support clear responsibility, controlled access and consistent staff records. Adoption requires an owner for organization structure, role definitions, access approval and sensitive-data quality. The directory is not an attendance, payroll, productivity or financial report, and no savings or compliance certification is established by its presence.

Identity, availability, employment and access¶

Several facts about a person can differ legitimately:

• Email verification reports whether the account's email has been verified. It is separate from staff availability and assigned roles.
• Directory availability currently reflects whether WorkOS access is enabled and whether an ongoing leave request exists. A person on leave can remain in the directory.
• Employment state is a separate recorded fact. Do not interpret a directory availability label as a complete employment decision.
• Assigned roles are the set saved for that staff record. An inactive role can remain assigned while contributing no permissions through the current permission lookup.
• Organization placement comes from the live Organogram. A role change does not change the person's position, reporting line or acting cover.

A person appearing in the directory does not establish that they can enter every product or perform every action. Account, workspace, membership, licensing and policy conditions also matter; see Membership, roles and permissions.

Understand the directory totals¶

The intended directory contains six summary cards. Their current backend meanings are:

The last two totals do not count units by whether active staff occupy them. Figma currently says “With active staff”; that wording needs correction before it can be treated as the metric definition. Sample counts in designs and previews are illustrative. Do not use them for staffing or governance decisions.

The current active-person picker applies an additional active-employment condition, so its choices need not equal the Active people total. Totals and detailed lists are also separate reads; they should not be assumed to form one instantaneous snapshot.

Define shared workspace roles¶

Use Create and manage workspace roles to review a definition, create it, change its permissions, activate it or mark it inactive. New roles start inactive. Role definitions are shared across assigned people; the Current people panel shows only a live-placement subset and is not the full impact list. Assigning roles to one person remains the separate People journey below.

What saving roles changes¶

A role save supplies the complete desired set for the selected person. Roles omitted from that set are removed; newly selected existing roles are added. The update validates that the staff record and selected roles exist. It does not create a new role definition, edit permissions inside a role, assign a position or enroll a person in another product.

Keep at least one role selected in this public role-save flow. The intended screen's instruction matches its request validation. Removing every role is not an operation this form currently supports; use the organization's authorized access-management process for that requirement.

Role changes publish a notification for permission refresh and request an activity-log entry when the set changes. This is not proof of immediate propagation to every session. Verify the saved assignments and the affected person's actual authorized access. Do not repeatedly submit a change merely because an old view still shows earlier information.

Sensitive information and corrections¶

Blood-group and genotype lists supply available form choices. A person's saved medical information and permission to change it are separate facts. Use confirmed information through the organization's authorized process; the available choices do not establish a person's value. The connected editing journey still requires verification.

The staff-detail contract includes education, experience, medical information, bank information and emergency contacts. Treat access as a responsibility: use only what is necessary for the work, and avoid copying sensitive values into ordinary support messages or public documentation.

The intended Profile screen presents bank information for review and directs people to My account for their own personal details. For incorrect staff or placement information, ask the responsible administrator to correct it through the appropriate authorized process. A blank field is not evidence that a fact does not exist, and a sample field is not a verified personal record.

Protected staff work with the assistant¶

The intended assistant experience can direct an authorized person to a protected form for staff-profile changes, People Service outcomes, signature setup or authorization PIN maintenance. Confidential profile details, PINs, verification codes and signature images belong in the appropriate protected form. An invitation from the assistant is not permission to view or change another person's information.

These connected assistant journeys still need implementation and verification. In particular, staff-profile and People Service changes do not yet have a complete verified return path to the conversation. Use the organization's confirmed, authorized process while that work remains incomplete. A working ordinary profile or account action does not establish that its assistant entry and return are ready.

Starting a protected step is not confirmation that anything was saved. Access or the underlying information can change before you finish, and a step can expire. Conversely, a source change may succeed even when the conversation cannot confirm it. Check the original action through its authorized source or support process before submitting another change. Do not repeat a PIN change, signature replacement or People Service completion merely to obtain a success message in chat. Keep credentials, confidential values and protected return data out of the conversation and ordinary support messages.

Adoption and current limits¶

Before using People operationally, confirm the connected release, directory scope, sensitive-detail permissions, role options, selected-person continuity and real save results. Agree who approves role changes and who maintains organization structure. Verify common failure paths with representative authorized and restricted users.

This draft makes no promise of immediate permission propagation, a particular retention period, a price or a deployment date. Further personnel lifecycle, organization administration, connected employment/People Service journeys and propagation/recovery documentation are still in progress. The user/business walkthrough with the initial reviewer is pending.