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Staff Management

Use Staff Management to maintain operational staff records for people who work in your business. Staff records help teams assign production jobs, order ownership, departments, designations, and locations.

Staff records are different from workspace login access. If a person also needs to sign in to Loupe Factory, manage their user account in Users & Access under Admin Settings.

What Staff Records Are Used For

Staff records support day-to-day operations across Loupe Factory. They help your team:

  • assign production jobs to the right person
  • assign an order lead or workflow owner
  • organize staff by location, department, and designation
  • filter work by team or site
  • keep activity history and reports easier to understand

Before You Start

Confirm that your organization has the right locations, departments, and designations before you add many staff records. Admins can manage those values from Admin Settings > Organization Settings.

Access depends on your role:

  • Admins can add, view, edit, and delete staff records.
  • Managers can view staff records, but contact details are hidden.
  • Members do not have Staff Management access by default.

For the full role matrix, see Security and Access.

Add a Staff Member

To create a new staff record:

  1. Go to People > Staff > Staff Directory.
  2. Click Add Staff.

  3. On the Basic step, enter the staff member's nickname. Staff email and phone number are optional.

    Loupe Factory Add Staff modal showing the Basic step with nickname, staff email, and phone number fields.

  4. On the Personal step, enter the staff member's first name and last name. The avatar or profile photo is optional. If you upload one, the file must be less than 5 MB and must be a .jpg, .jpeg, .png, or .gif file. Images marked as locked will not be uploaded to the staff record.

    Loupe Factory Add Staff modal showing the Personal step with avatar, first name, and last name fields.

  5. On the Work step, choose the staff member's location, department, and designation.

  6. Accept the terms and privacy confirmation, then continue.

    Loupe Factory Add Staff modal showing the Work step with location, department, designation, and terms confirmation.

  7. On the Done step, review the result. From there, you can add another staff member, fix errors, or close the window.

    Loupe Factory Add Staff modal showing the Done step after a staff record is created.

Required fields are First name, Last name, Nickname, Location, Department, and Designation. Optional fields include Staff email, Phone number, and Avatar. Phone number is optional, but is validated if provided.

Edit a Staff Member

Use edit when a person's work details change, such as a new department, designation, location, phone number, or preferred nickname.

  1. Go to People > Staff > Staff Directory.

  2. Select the ⋯ menu on the staff member's row and select Edit

    Loupe Factory Staff Directory row actions menu showing Edit and Remove options for a staff member.

  3. Or open the staff record you want to update & click Edit.

  4. Update the fields that changed.
  5. Save the record.

Click a staff member's name in the Staff Directory table to open that person's Staff Details page.

Keep staff records current so production assignment, order ownership, and reports stay reliable.

Delete a Staff Member

Admins can delete a staff record when it should no longer appear in operational assignment lists.

  1. Go to People > Staff > Staff Directory.
  2. Open the staff record you want to remove.
  3. Open the row actions menu.
  4. Select Delete or Remove, depending on the action shown in your workspace.

  5. Review the confirmation message.

    Loupe Factory Remove Staff confirmation modal asking the user to confirm staff removal.

  6. Confirm the removal only when you are sure the staff record is no longer needed.

Warning

Deleting a staff record can affect future assignment lists and filters. If the person has historical activity, review any linked production jobs, orders, or reports before removing the record.

Staff Record vs Workspace Access

A staff record is the operational profile for a person inside Loupe Factory. It does not automatically give that person permission to sign in.

A workspace user account controls login access, role, and permissions. Manage workspace users from Admin Settings > Users & Access.

Create or update the staff record when you need the person to appear in assignment lists. Invite or update the user account when the person needs to sign in and use the platform.

Before adding staff, confirm:

  • first and last name
  • nickname or display name
  • main work location
  • department
  • designation or job title
  • work email address, if you want it stored on the staff record
  • preferred phone number, if you want it stored on the staff record
  • avatar or profile photo, if useful. The file must be less than 5 MB and must be a .jpg, .jpeg, .png, or .gif file. Images marked as locked will not be uploaded to the staff record.

Keeping these details consistent makes handoffs, filters, and reporting easier for multi-site teams.

Best Practices

  • Add the person's real work email when your team needs it for internal communication.
  • Keep department and designation values consistent across teams.
  • Add the correct location so production and order ownership reports stay clean.
  • Use nicknames only when they help teams identify people faster in daily work.
  • Manage login access separately in Admin Settings > Users & Access.

Next Steps