Users Settings

User Groups and Roles

Introduction

The Users settings page contains the account's User Groups and, when enabled, Teams, User Record Types, Skills, Exit Reasons and Staff Name Display settings.

Roles

A user's role sets the starting point for what a user can do. Roles are predefined, and you cannot create or rename them. Each standard user has one role:

• Admin
• Manager
• Team Member
• Support Worker

The old Support Coordinator role was migrated to Team Member. New standard users default to Team Member unless you select a different role while inviting or editing them.

An Admin can change supported permissions for an individual user from the user's Permissions tab, and accounts with Role Permissions can also change selected defaults for everyone with the Manager, Team Member or Support Worker role. See Roles and Permissions and Role Permissions.

Account Owner

The Account Owner is a special designation held by one Admin. It is not an additional role in the role selector.

Some actions are restricted to the Account Owner, including managing organisation-wide 2FA settings and transferring account ownership.

The Account Owner can be transferred to another Admin user. See Updating the Account Owner.

User Groups

User Groups collect users for notifications, Chat, access and other group-based workflows. Astalty maintains five reserved groups: All Users, Admin, Manager, Team Member and Support Worker. Role group membership updates when a user's role changes. Teams also create and maintain a matching reserved User Group.

You can create additional User Groups and assign a user to more than one group. See User Groups.

Team Member Default Group

A new standard user defaults to the Team Member role and is therefore included in the reserved Team Member group. Changing the user's role moves them to the matching reserved role group. The All Users group is maintained separately and includes organisation users except Auditors.

An Example

For Utilisation Notifications, you might configure different thresholds and recipients:

• At a Utilisation Variance of 10%, notify the Primary Coordinator and Managers.
• At 20%, notify a custom coordination group.
• At 30%, notify the Admin group.

Teams and User Records

The Teams card groups users under a Team Leader for supported reports and dashboards. The User Record Types card defines documents and credentials to track for staff. See Teams and User Records.

Staff Name Display

The Staff Name Display setting controls how staff names appear throughout the app, including the user list, dropdown menus, search results, rostering, Teams, attendee pickers, and in-app reports (including the name you search or sort by in them). This works the same way as Participant Name Display. It changes the displayed name without overwriting the stored name fields.

The setting applies to all staff at once and defaults to First & Last Name, so nothing changes until an admin opts in.

To access this setting, navigate to Settings > Users and scroll down to the Staff Name Display card, then select Edit.

Display Mode Options

First & Last Name

Staff are displayed using their first name followed by their last name.

Example:
If a staff member's profile contains:

• First Name: Benjamin
• Preferred Name: Ben
• Last Name: Smith

They will display as: Benjamin Smith

Preferred & Last Name

Staff are displayed using their preferred name followed by their last name. If no preferred name is recorded, Astalty uses their first name.

Example:
If a staff member's profile contains:

• First Name: Benjamin
• Preferred Name: Ben
• Last Name: Smith

They will display as: Ben Smith

Skills

The Skills card on Settings > Users is where you build your organisation's catalogue of worker capabilities, such as Auslan or Meal Preparation. Once a skill exists, you can record it against a worker's profile and add it to a Participant's desired skills. Astalty can then show skill matches while rostering.

Skills have no expiry date and do not block a shift. For the full walkthrough, including how to create, rename and archive skills, see Skills.

Exit Reasons

The Exit Reasons card holds the list of reasons you can record against a team member when you deactivate them. Every organisation starts with five. For the full walkthrough, see Exit Reasons.