Prudence Kiki is now a member of Illa Hardware and runs the Abomey-Calavi shop. Madame Illa wants her to work under the shop manager profile, within shop hours only, from 8 am to 6 pm. Later, when Prudence goes on maternity leave, her access must stop without being forgotten. The same steps apply to any business where one person wears several hats, or where access depends on the hours of the day.

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What an assignment is

A profile is a set of roles. An assignment is the link between a member and one profile in one space. A member can hold several assignments, and each one can be switched on and off by itself. The profiles are built in Define access profiles and roles, and the members come from Invite and onboard members.

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Who works where

Madame Illa gives access in her company. A group head does it in the organization, and a firm in the client accounts of its customers. The steps are the same, and the rules name the differences.

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Give a profile

Madame Illa opens Assign a profile to a member and chooses Prudence, the profile “shop manager” and, if she wants, working hours: the days and time ranges when this profile is available. She can leave the hours empty for no restriction. Nothing is sent to Prudence. To see who holds what, she uses List profile assignments, filtered on a member, on the active state or on built-in profiles.

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Set the hours, or choose a default

When the shop hours change, Madame Illa edits them with Update a profile assignment. Prudence, with two profiles, chooses which one she works under by default. Only she can do this, for her own assignment.

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Pause and resume

During her leave, Madame Illa uses Deactivate a profile assignment. If it was Prudence’s last active profile, Prudence herself becomes inactive in the company. When she is back, Reactivate a profile assignment turns the profile on again, and this also reactivates Prudence.

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Take a profile away

If Prudence changes role, Madame Illa uses Remove a profile assignment. Prudence stays a member of the company. She loses the profile, and the access grants tied to that assignment. The profile can be given again later.

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The rules

  • The assignment is identified by its own identifier, not by the profile’s.
  • Only an active member can receive a profile. The profile must be a custom profile of the space. The built-in administrator and read only profiles cannot be assigned here. A member cannot get the same profile twice in a space.
  • A new assignment is active and is never the default one. Working hours are optional, and null means no restriction.
  • The assignments of built-in profiles cannot be changed, deactivated or removed. Their owner can still set or clear the default.
  • When you update an assignment, the member and the profile cannot change. Working hours need the permission to update and a custom profile.
  • Only the person an assignment belongs to can set it as their default. This works for an active assignment, in a company, client or organization session, not by an agent account. Nobody can do it for someone else. A person has one default per kind of space: setting a new one clears the previous one in every company, every client account or every organization, depending on the kind.
  • Nobody can deactivate or remove their own assignment.
  • Deactivating the last active assignment of a member also deactivates the member. It is refused if that member is the owner of the company, client or organization, and nothing changes. Reactivating an assignment reactivates the member, even if other assignments are still inactive.
  • Deactivating or removing an assignment revokes the public accounting export links it created. They stay revoked after reactivation.
  • Removing an assignment deletes it, with its access grants and its notification state.
  • Lists are paginated by cursor, with at most 1,000 per page in the company and client spaces, and 100 in the organization space. The name filter is ignored.
  • The organization and client spaces have their own versions, for example Assign a profile in the organization and Assign a profile in a client account.

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All the actions of this topic

From other topics, also used here:
  • Add cashiers to a register: Allows members or agent accounts to work as cashiers on a cash register. A seller record is created for each one.
  • Add a seller: Lets a member or agent account sell directly, outside any cash register.