Managing Team Members and User Accounts

As a manager or administrator, you have the ability to manage your team within Team Toggle. This includes adding new members, updating details, and adjusting settings.

Accessing Team Management

To manage your team members:

1. Click Team from the Admin section of the navigation menu
2. You'll see a list of all team members in your organisation
3. Each entry shows the person's name, email, role, and department

User Roles Explained

Team Toggle has three user roles, each with different permissions:

• User (Team Member)

  Standard employees who can request leave, view the calendar, log absences, and manage their own account. They cannot approve requests or access admin features.

• Manager

  Team leaders who have all User permissions plus the ability to approve leave requests, view analytics, manage team members, and access admin features.

• System Admin

  Full administrators with complete access to all features, including subscription management, all settings, and the ability to manage other admins.

Adding New Team Members

The easiest way to add team members is through invitations:

1. Go to Invitations in the Admin section
2. Enter the new team member's email address
3. Select their role (User or Manager)
4. Choose their department and leave policy
5. Send the invitation

They'll receive an email with a link to set up their account.

For detailed steps, see our guide on how to invite team members.

Viewing Team Member Details

Click on any team member to view their profile, which typically includes:

• Name and email address
• Their role and department
• Assigned leave policy
• Leave balance and history

Changing a User's Role

To promote or change someone's role:

1. Navigate to Team
2. Find and click on the team member
3. Look for role or permission settings
4. Select the new role
5. Save the changes

Assigning Leave Policies

Each team member is assigned to a leave policy that determines their annual leave entitlement. To change someone's policy:

1. Open the team member's profile
2. Find the policy assignment section
3. Select a different policy from the available options
4. Save the changes

Policy changes may affect their leave balance, so make changes at appropriate times (like the start of a leave year).

Changing Department Assignment

To move a team member to a different department:

1. Open their profile
2. Find the department field
3. Select the new department
4. Save the changes

This affects which manager reviews their requests and how they appear in filtered calendar views.

Deactivating a Team Member

When someone leaves the organisation:

1. Navigate to the team member's profile
2. Look for a deactivate or remove option
3. Confirm the deactivation

Deactivated users can no longer sign in, but their historical data (leave records, etc.) is typically preserved for compliance purposes.

Adding Leave on Behalf of a Team Member

Managers can add leave directly to a team member's record:

1. Go to the team member's profile or leave section
2. Look for an option to add leave
3. Enter the dates and type of leave
4. The leave is added directly (no approval needed)

This is useful for recording pre-arranged leave or making corrections.

Adjusting Leave Balances

In some cases, you may need to manually adjust someone's leave balance:

• Carrying over days – Adding unused days from the previous year
• Pro-rating – Adjusting for mid-year starters or leavers
• Corrections – Fixing errors in the balance

Check your permissions – balance adjustments may require administrator access.

Downloading Team Data

Administrators can often export team data for reporting:

• Navigate to Settings or the Team section
• Look for export or download options
• Download leave data as Excel or CSV files

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