The two subtables (Employees and External Users) of the people table are used to store information about individuals, including any associated Company company or contact information. People may be external or internal to your company. It is important to put employees on the right Groups and Teams to control their access.
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External users may be created manually by guests , Support Staff, and members of the Contract Management, Professional Services, Sales staff Base ServiceDesk, Contract Manager, Customer Manager, Marketing, Project Manager, Sales, Business Admin, and Admin groups. They may also be created as the result of a conversion from a Lead or Contract record, or may be created as part of an import from another database.
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Employees may be created in a variety of ways.
- A user with permission to create employees can add new employee records
- They can be automatically created via sync with Active Directory or LDAP or the first time they log in using one of those authentication methods.
- They may also be created from a SAML provider, such as Okta, when they first log into the system.
- They are often imported during implementation from an Excel or .csv spreadsheet
Once an employee is given access to the system, their user information can be modified in a variety of ways:
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It is good to develop your own procedure for deactivating an employee who has been terminated. We do not recommend deleting users who leave the company.
Setting an empty value in either the Groups or the Primary team field will prevent the user from logging in, while preserving the history of what that user has done in the system.
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