Members' records

Every organisation has a built-in Members entity. Each member, and each person you invited who has not joined yet, has one record there, in Preview and in Live. Your apps, your links and your other records use it to point at your staff: the member who works a shift, the manager of a team.

What a member’s record holds

Each record has the fields Name, Email, Role, Department, Former member, Left at and Status. kvyk.ai fills them in from the member’s place in your organisation and keeps them up to date:

• when you invite or add a member, their record appears;
• when you change their role or department, or they change their name or email address, the record follows;
• when a member leaves or is removed, their record stays, with Former member ticked and the moment they left under Left at. If they join again, they get the same record back.

Nobody changes these fields by hand, in the dashboard, in an app or with the assistant. Change the member on the People page instead.

You can rename the entity, for example to Staff or Team, and rename its fields. You cannot delete the entity, nor its own fields. Its page under Data says so too.

Add fields of your own

To keep one more thing about each member, such as a badge number or an hourly wage, add a field to the entity like to any other: switch to Preview, open the entity under Data, choose Fields, add the field and publish. You can also ask the assistant.

Fields you add can never be required, because a member’s record is made the moment they join, before anyone could fill them in.

What a member has several of over time, such as contracts or trainings, belongs in an entity of its own, with each record linked to the member.

Who sees what

Staff data is private by default:

• every member sees their own record, with its built-in fields;
• Administrators see every record;
• the fields you add are hidden from everyone but Administrators, until a data role shows them;
• customers and visitors of a public app who have not signed in never see a member’s record.

To let a team lead see the names and departments of everyone, or let each member see their own badge number, give a data role access to the entity and its fields. See Roles and access. Nobody adds or deletes a member’s record, and nobody gives it to someone else: kvyk.ai keeps one per member.

Link to members

Other entities can link to Members like to any entity: a Shift with a link Worked by, or a Team with a link Manager. A link to people that takes members also points at the member’s record, so apps can show what you keep about them.

In Preview

Your members and the fields kvyk.ai keeps are in Preview too, so you can try an app that shows “my shifts” or “my team” as a real member. The values of the fields you add are kept in Live only: they reach Preview only when you copy Live’s records to Preview. Nothing in Preview emails a member at their real address.

Erase a former member

When a former member asks to be forgotten, an Administrator can erase their record:

1. Open their record under Data. Erase shows only on the record of a former member.
2. Type their email address to confirm and choose Erase for good.

This cannot be undone. Their record is emptied in Live and in Preview, but it stays, so the records that point to it, such as documents you must keep by law, still do. The event log keeps them only under a made-up name, and records Former member erased. The documents that name them are removed, those made for records linked to them too, unless the law keeps them for some years (see Keeping documents), and the emails sent to them no longer show their address or subject. Anything else you must keep about them by law stays in the records that hold it.

A member’s record is never deleted, not even by erasing it.