People Management

People Management

TABLE OF CONTENTS

1. Managing Users (Team Members)
2. Managing Recipients

1. MANAGING USERS (TEAM MEMBERS)

Users are people with Silobase accounts who can log in and perform actions based on their role.

ACCESSING USER MANAGEMENT: Click "Users" in the sidebar to see all users.

INVITING NEW USERS:

Click "Invite User" or "Add User"

• Enter their details:
• Email Address (required)
• Name (required)
• Role: User or Admin

Click "Send Invitation"

• They receive an email to set up their account

USER ROLES:

ADMIN: - Full access to all features - Can manage users and settings - Can view and manage all assets - Can access reports and billing - Can configure company settings

USER: - Can view assets - Can check in/out assets - Can view their assigned assets - Limited access to settings - Cannot manage other users

EDITING A USER:

1. Find the user in the list
2. Click on their name or edit icon
3. Update name, role, or department
4. Click "Save"

DEACTIVATING A USER:

When someone leaves or no longer needs access:

1. Find the user in the list
2. Click "Deactivate" or toggle status
3. Confirm the deactivation

What happens: - They can no longer log in - Their assigned assets remain assigned - Historical data is preserved - They can be reactivated later

REACTIVATING A USER:

1. View inactive users (toggle filter)
2. Find the user
3. Click "Activate"
4. They can log in again

RESETTING A USER'S PASSWORD:

Users can reset their own passwords, but admins can trigger resets: 1. Find the user 2. Click "Reset Password" 3. They receive reset instructions via email

VIEWING USER'S ASSIGNED ASSETS:

1. Click on a user's name
2. View their profile
3. See "Assigned Assets" section

2. MANAGING RECIPIENTS

Recipients are people who can receive assets but don't have Silobase accounts. Ideal for visitors, contractors, or temporary staff.

USERS VS. RECIPIENTS:

USERS: - Have Silobase login credentials - Can log in and view their assets - Part of your organization - Have assigned roles

RECIPIENTS: - No login credentials - Cannot access Silobase - External people (visitors, contractors) - Tracked for asset assignments

ACCESSING RECIPIENTS: Click "Recipients" in the sidebar.

ADDING A RECIPIENT

• Click "Add Recipient"
• Enter their information:
• Name (required)
• Email (optional but helpful)
• Phone (optional)
• Organization/Company (optional)
• Notes (e.g., "Summer Intern 2025")
• Click "Save"

EDITING A RECIPIENT:

• Find the recipient in the list
• Click on their name or edit icon
• Update their information
• Click "Save"

DEACTIVATING A RECIPIENT:

When they no longer need to receive assets:

• Find recipient in the list
• Click "Deactivate"
• Confirm

What happens: - Cannot receive new assets - Existing assignments remain - History preserved - Can be reactivated

ASSIGNING ASSETS TO RECIPIENTS:

1. Go to Check-In/Out
2. Select Check Out
3. Choose the asset
4. Select recipient from the list
5. Complete checkout

VIEWING RECIPIENT'S ASSETS:

1. Click on a recipient's name
2. View their profile
3. See assets currently assigned to them

CONVERTING RECIPIENT TO USER:

If a recipient needs full access:

1. Create a new user invitation for them
2. They become a user with login access
3. Manage assets accordingly

TIPS & BEST PRACTICES

For Users: - Use appropriate roles - not everyone needs Admin - Deactivate rather than delete departed users - Keep user information current - Review user list regularly

For Recipients: - Use descriptive names for easy identification - Add notes for context - Include contact information for follow-up - Deactivate when no longer needed - Review recipient list periodically.

TROUBLESHOOTING

Q: User didn't receive invitation

A: Check spam folder. Verify email address. Resend invitation.

Q: Can I delete a user?

A: Deactivate instead. This preserves history and audit trails.

Q: User forgot password

A: They can use "Forgot Password" or admin can trigger reset.

Q: How many users can I have?

A: Depends on your subscription plan.

Q: Should this person be a user or recipient?

A: If they need to log in or have ongoing access, make them a user. Otherwise, use recipient.

Q: Can recipients see their assigned assets?

A: No, recipients cannot log into Silobase.

Q: What happens to history if I delete a recipient?

A: Deactivate instead of delete to preserve history