# Managing people

> The People tab. Add employees, edit their details, assign ISMS roles and groups, and invite them so they can accept their own policies from their own account.

Source: https://tidalcontrol.com/docs/personnel/managing-people

This article covers the People tab: adding employees, editing their details, assigning ISMS roles and groups, and inviting them so they can accept their own policies. An employee only needs a login for that last part.

## Adding a person

1. **Go to Personnel** via the main menu and open the **People** tab.
2. **Click "Add person"** at the top right of the overview. A dialog opens.
3. **Fill in the required fields:**
   - **First name**
   - **Last name**
   - **Email**: used to match this person to a Tidal Control login account
4. **(Optional) Set "Portal access"** to a role to create their account and email an invitation straight away. It starts on **No login**, and only a Super User sees it.
5. **Click "Add"** to save the person.

> **info:**

Each email address can only be used once. If you try to add someone with an email that already exists, you will see an error message.

## Editing a person's details

1. **Click the person's name** in the overview to open the detail panel on the right.
2. **Select the "Details" tab.**
3. **Edit the fields** you want to update:
   - **First Name**
   - **Last Name**
   - **Email**
4. **Changes are saved automatically** when you move to another field.

## Assigning roles

Roles indicate the person's function in the context of your information security management system. Each role can only be assigned to one person at a time.

Available roles:

<table>
  <thead>
    <tr>
      <th>Role</th>
      <th>Description</th>
    </tr>
  </thead>
  <tbody>
    <tr>
      <td>ISMS Manager</td>
      <td>Responsible for the overall information security management system</td>
    </tr>
    <tr>
      <td>IT Manager</td>
      <td>Responsible for IT infrastructure and operations</td>
    </tr>
    <tr>
      <td>Development Lead</td>
      <td>Leads software development activities</td>
    </tr>
    <tr>
      <td>HR Manager</td>
      <td>Responsible for human resources</td>
    </tr>
    <tr>
      <td>Legal & Compliance Officer</td>
      <td>Handles legal and compliance matters</td>
    </tr>
    <tr>
      <td>Operations Manager</td>
      <td>Responsible for day-to-day operations</td>
    </tr>
  </tbody>
</table>

**To assign a role:**

1. **Open the person's detail panel** and go to the **Details** tab.
2. **Find the "Roles" field** and click "Assign".
3. **Select a role** from the dropdown. Roles that are already assigned to someone else are not shown.

> **tip:**

Roles are used by Tidal to automatically run checks (for example, to verify that your ISMS Manager role is filled). Assign roles to the right people to keep these checks green.

## Assigning a person to groups

You can assign a person to one or more groups from their detail panel.

1. **Open the person's detail panel** and go to the **Details** tab.
2. **Find the "Groups" field** and start typing a group name.
3. **Select the group** from the suggestions.
4. **Repeat** to add the person to more groups.

To remove a person from a group, click the × next to the group name in the field.

> **info:**

You can also manage group membership from the group side. See [Managing groups](/docs/personnel/managing-groups).

## Giving a person a login

A person needs a Tidal Control login to accept their policy tasks themselves. Open them, go to the **Details** tab, and set **Portal access** to a role. Tidal Control creates the account and emails an invitation. The field is Super Users only, and so is the email address on the same tab, because that address is what the account signs in with.

Most employees only need to read and accept policies, which is what the **Basic User** role covers. It reaches onboarding and the incidents they submitted themselves, and nothing else.

The **Access** column in the overview shows who already has a login and how they sign in. [Portal access](/docs/personnel/portal-access) covers the roles, the Access column labels, invitations, and how to revoke a login again.

## Viewing a person's policy tasks

1. **Open the person's detail panel.**
2. **Select the "Tasks" tab.**
3. You see a list of all policies this person must accept, with their status:
   - **Green dot**: accepted
   - **Grey dot**: pending (not yet accepted)
   - The date or "pending" in the Accepted column

## Offboarding someone

Offboarding records that somebody has left. Open their detail panel, click the three-dot menu, and pick **Offboard**. Their record moves to the Offboarded tab of the People overview and the account they signed in with is disabled, so the login stops working while everything they did stays on the books. **Reactivate** in the same menu brings them back and enables the account again.

Their work does not move with them. Reassign their open tasks and anything they owned yourself.

## Deleting a person

Only a former colleague can be deleted. Offboard the person first, then switch to the **Offboarded** tab and open them from there.

1. **Open the person's detail panel.**
2. **Click the three-dot menu** (···) at the top right of the panel.
3. **Click "Delete"** and confirm.

To delete several people in one go, select them on the Offboarded tab and click Delete in the action bar.

Deleting takes the login with it. The account the person signed in with is deleted from Tidal Control along with their record, which is why deleting somebody who has a login is Super User work and the option is absent for everybody else. Deleting a person who never had a login is an ordinary personnel edit. The last Super User cannot be deleted at all, because they cannot be offboarded in the first place.

> **warning:**

Deleting a person removes all their data including accepted policies. This action cannot be undone from the interface. Consider whether you need to retain this information for audit purposes before deleting. Offboarding on its own keeps the record: the person stays on the Offboarded tab and their disabled account preserves the audit trail of who did what.