Personnel management
Add field staff, assign the Cleaning and Control roles, deliver the 4-character personnel code, and manage Quick sign-in devices in EnaFeedback.
Personnel management is where you keep the records of your field team in EnaFeedback: cleaners, inspectors and other on-site staff. Here you assign roles, deliver each person's 4-character personnel code, and control which devices they can use for quick sign-in. Field staff never use the admin panel. They reach the staff hub through a location's QR code, NFC tag or live display and sign in with their own code.
Required role
- Owner, Administrator or Hygiene manager can manage personnel.
- To deliver a code by email or SMS, the person's record needs the matching contact detail (email address or phone number).
Field staff roles and statuses
Field staff have two roles. One person can hold both.
| Role | What it allows |
|---|---|
| Cleaning | Creating cleaning logs |
| Control | Creating control (inspection) logs |
| No role ("Personel" badge) | Check-in/check-out, staff feedback, staff surveys and staff pages only |
Every personnel record has one of three statuses:
- New: invited, no code yet.
- Active: the person can sign in with their code.
- Inactive: access is turned off.
Adding personnel and sending a code
Open the personnel screen
In the admin panel, go to Personnel → Personnel.
Add the person
Create a new personnel record. Enter the name, email, phone and an optional description, then select Cleaning, Control or both, depending on the work the person does.
Deliver the personnel code
Send the person their 4-character personnel code by Email, SMS or both. The code is never stored in plain text, only as a hash, so you cannot look up a forgotten code later.
Check the status
Follow the person's status in the list. When needed, use the record's actions to deactivate or reactivate them.
Sign-in, sessions and security
Personnel code
- The code has 4 characters. After 10 failed attempts within 15 minutes, sign-in is temporarily locked.
- Staff who forget their code can request a new one themselves by email or SMS through the forgot-code flow. No admin action is needed.
- When you regenerate a person's code, all of their trusted devices (Quick sign-in) are revoked. They must sign in with the new code and register their device again.
Quick sign-in (passkeys)
- On the web staff hub, staff can register their phone with Quick sign-in. Next time they sign in with the phone's own unlock method instead of typing the code.
- Up to 5 devices per person.
- Admins can revoke a device that is lost or handed over to someone else.
- Quick sign-in is for field staff only. Admin panel users do not get passkeys from the product.
Staff session
- A web staff session lasts a fixed 12 hours. After that, the person signs in again with their code or Quick sign-in.
What regenerating a code does
Regenerating a code revokes every Quick sign-in device the person has. Do it only if you suspect the code has been shared or exposed. If the person simply forgot it, point them to the forgot-code flow instead.
Exporting the personnel list
You can download the personnel list as a PDF. A personnel report summary is also available as a PDF. Every export is recorded in the audit log.
Tips and common mistakes
- No role assigned: a person without a role can check in and out, but cannot use the "Cleaning done" or "Checked" buttons.
- Missing contact details: without an email or phone number, the code cannot be sent on that channel, and the person cannot reset it themselves.
- Staff who leave: consider setting them to Inactive before deleting. Their past logs stay linked to them in reports. Deleted personnel are removed from lists.
- Personnel contact details are shown masked in the admin panel.
- Code delivery, welcome messages and status changes can be traced in the audit log.
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Team inbox
The Team inbox is where resolution team members see the tickets routed to them, add notes and conclude their routings with a result.
Cleaning and control logs
How field staff log cleaning and control rounds at a location, how control parameters and quality % work, and how proof of presence is enforced.