Find a person, review their profile and manage roles¶
For confidential staff documents, use the separate personnel-file guide. Personnel-file access and adding records have their own permissions. Employment changes and People Service work explains employment-state changes, assigned-staff outcomes and the retired Record Cards boundary; their connected action journeys remain unverified.
These steps describe the intended WorkOS journey shown in the final designs. The People screens are still being implemented: the current preview uses sample data, moving between pages can lose the selected person, and Save roles and Discard are not yet functional. A preview click is not a saved access change. Use your organization's authorized administrator or support process for operational changes until the connected journey is available.
Before you begin¶
This guide changes which existing roles one person has. To create a shared role definition, edit its permissions or change its active state, use Create and manage workspace roles. Those changes can affect many assigned people.
Confirm the workspace and the person you need. Directory access, sensitive staff-detail access and permission to edit roles are separate. If a page or action is unavailable, ask an appropriate administrator to check your actual permissions; appearing as a manager or workspace administrator does not by itself establish access to every staff record.
For your own name, account details and workspace selection, use My account. This guide concerns the People workspace. External participants should contact their sponsoring organization if the required information is outside their granted access.
Find the person in Directory¶
- Enter the intended WorkOS workspace and choose People under People & Governance.
- Open Directory. Personnel files is a separate local destination.
- Review the Workforce directory rows. Identify the person using their name and email, then check the displayed work context. Similar names are not sufficient confirmation.
- Review status and email-verification information separately. An unverified email, leave-related availability and a role assignment describe different conditions.
- Choose Profile on that person's row to open their details. Records is the entry to staff-linked records, whose separate permissions still apply.
- Confirm the selected person's identity again on the destination before proceeding.
The final design shows page navigation beneath the table. The current preview shows a fixed sample list; its page counts and controls are not evidence of a working directory. If you cannot locate someone, confirm the workspace and ask authorized support to check the real directory.
The six summary cards describe the directory and organization structure. Read what the totals mean before using them. In particular, Active departments and Active units count enabled units in active published views; they do not count units with active staff despite the current design's helper text.
Review a staff profile¶
The intended detail page retains Selected staff and local Profile, Role access and Staff records navigation.
- Confirm the selected person's name and email against the person you intended to open.
- Read the Staff summary, including department, profile status, assigned-role summary and record-added date.
- If your permission allows it, review Education and experience, Medical record, Bank details and Emergency contact as needed for the task.
- Use Role access when you need to review assigned roles. Use Staff records for the separate records journey.
- Use Back or Open directory to return to the list when finished.
This is a review journey. Do not assume that fields styled as inputs save changes from this screen. Bank details are explicitly shown for review in the final design. Use the approved staff-administration process for a correction, and My account for your own account details. Leave requests, balances and approvals belong to Leave.
If sensitive detail is unavailable, do not ask another user to export it merely to bypass your restriction. Ask the responsible administrator whether your task requires additional access or whether they can resolve the issue without disclosing the data.
The current default frontend renders a fixed sample person even when the directory link carries another person selection. Some record and role links also omit that selection. Until this is connected, the profile shown in the preview must not be treated as confirmation of a real person's details.
Review and change assigned roles¶
The intended Role access page separates read-only organization placement from editable role choices. Department, position and reporting context come from the published Organogram; changing those belongs to the separate Operations process.
When a connected role-management journey is available:
- Open the correct person's Profile, then Role access.
- Reconfirm the workspace and selected staff identity. Review current placement and assigned roles.
- Obtain the access approval required by your organization. Confirm the meaning of each workspace role with its owner; the example role names are not a universal permission list.
- Under Assigned roles, select the complete set the person should retain. Clear only roles that should be removed.
- Review both additions and removals. Saving replaces the full set, so leaving an existing role unselected removes that assignment.
- Choose Discard to abandon unsaved choices, or Save roles to submit the intended replacement.
- After a real success response, reload the person's actual assignments and compare them with the approved set. Check relevant access with the affected person through an appropriate authorized session.
In the inspected preview, the checkboxes show sample role choices and both footer buttons are not yet functional. The steps above describe the intended behavior, not a working save or discard confirmation.
Keep at least one role selected. This Final Screens instruction agrees with the public request validation. The form does not support removing every role. For an authorized removal of every assigned role, use the organization's access-management process and verify the resulting access.
An assigned inactive role may contribute no permissions. A saved role set also does not override a suspended workspace, account restriction, missing product access or other policy condition. Consult Membership, roles and permissions when a person's effective access differs from their role labels.
Check an uncertain result¶
If a real request times out, avoid immediately repeating the full replacement. Read the current assignments first and check whether someone else has changed them. A stale full set can remove a role added by another administrator. Preserve the workspace, person reference, time and approved intended result for support; do not include medical or bank details.
If the set is saved but access still differs, distinguish the saved roles from their active permission definitions, permission-refresh processing and the person's current account/workspace/product conditions. No fixed propagation time is established here.
Resolve common problems¶
| What you see | What to do |
|---|---|
| People or Directory is unavailable | Verify the workspace, release availability and permission to view staff. |
| Directory opens but Profile is restricted | Sensitive staff detail requires additional authority. Ask the responsible administrator to review the need. |
| A different person appears after choosing Profile | Stop before making a change. The current preview has incomplete selected-person continuity; verify the real target through authorized support. |
| A person on leave remains listed | The directory retains staff records. Availability and membership in the directory are separate. |
| Active people differs from choices in a people picker | The picker also requires active employment. Check the definition and freshness of each view. |
| Department or reporting context is wrong | Ask the organization-structure owner to check the published Organogram and current placement. Role saving does not correct it. |
| A selected role is rejected | Reload current role choices and confirm the role still exists and the staff record is valid. |
| Save roles appears to do nothing in the preview | The default button is not connected. Do not communicate the change as completed. |
| A real save fails or times out | Read current assignments, check concurrent changes and seek authorized support before resubmitting. |
| A role appears assigned but an action remains unavailable | Check whether the role is active, its permissions, refresh processing and other account/workspace/product restrictions. |
| Medical, bank or contact information is missing or wrong | Use the responsible staff-data owner and approved correction route; do not infer a value from a blank or copy private details into a general ticket. |
Complete the task¶
Record the approved role change and verified outcome through your organization's normal process. Managers should confirm the intended responsibility and any unresolved access issue. Administrators should verify the actual saved set and avoid describing a preview as evidence. Support should separate identity-selection, permission, data-quality and release-availability problems before recommending another change.
For the business meaning and limits, see People, staff information and organization structure. Follow the separate personnel-file guide for confidential documents. Explore your organization and review coverage explains the intended Organogram browsing journey, assignments and risk meanings. Prepare, review and publish an organization structure covers draft creation, copying, settings, publication and deletion with their permissions and current limitations. Maintain titles, units, positions and assignments explains the intended editing steps and current save/correction limits.
How your organization structure directs work explains profile placement, manager/position routing, shared queues and historical-view limits.
Request leave and understand your balance explains assigned policies, periods, cover, supporting files and the intended submission journey. Its availability statement distinguishes the current demonstration from a connected leave service.