How to Manage Personnel Status

Overview

Personnel Status lets you track the employment lifecycle of each person in your system. Instead of deleting or hiding personnel who are temporarily unavailable or leaving the organisation, you can assign them a status that reflects their current situation. The system uses this status to surface warnings in the planning views and filter personnel lists intelligently, helping planners avoid accidental assignments.

The Four Status Values

Status	What it means
Active	The person is currently employed and available for assignment. This is the default for all existing and new personnel.
On Hold	The person is employed but temporarily unavailable (e.g., on leave, secondment, or a hold pending contract renewal). They can still appear in planner views but a yellow warning icon is shown on any activity they are assigned to.
Inactive	The person is no longer active in the organisation. They are hidden from default personnel filters and dropdowns. A red warning icon is shown if they remain assigned to any scheduled activity.
On Notice	The person has given or received notice and is working out their notice period. Treated similarly to Inactive — hidden from default filters and shown with a red warning icon in the planner.

Prerequisites

You must have the Update Employee permission to change a person's status.
Personnel Status is set at the individual user level — there is no bulk-status tool in the UI (bulk updates via import are supported; see below).

Where to Find It

Setting a Status on a Person

Navigate to Resources → Personnel.
Open the employee record you want to update by clicking their name.
In the employee modal, locate the Personnel Status field (found in the top section alongside fields like Delegate ID).
Select the appropriate status from the dropdown: Active, On Hold, Inactive, or On Notice.
Save the record.

Note: All existing personnel were automatically set to Active when this feature was introduced. You do not need to manually update anyone who should remain Active.

How Status Affects the Rest of the System

Personnel Lists and Filters

Wherever personnel can be filtered or searched (e.g., the Personnel list, the Planner search panel, rotation assignment), a Personnel Status filter is available.

Default behaviour: The filter pre-selects Active and On Hold, so planners see the full working population without seeing people who have left or are on notice.
To view Inactive / On Notice personnel: Manually add those statuses to the filter selection. In views that support it, you can tick an "Include inactive" option.

Planner Views (Employee Planner & Team Planner)

Warning icons appear directly on activity blocks and in hover-over tooltips to alert planners:

Personnel Status	Icon colour	Tooltip text
On Hold	🟡 Yellow warning	"Personnel is On hold"
Inactive	🔴 Red warning	"Personnel is Inactive"
On Notice	🔴 Red warning	"Personnel is On notice"

No icon is shown for Active personnel.

Important: The warning is informational — the system does not block you from scheduling or dispatching activities with On Hold, Inactive, or On Notice personnel. It is the planner's responsibility to act on the warning.

Activity Manpower Section

When opening an activity (e.g., a Generic Activity or Work Order) and viewing the Manpower tab, a warning banner is displayed if any assigned person has a status of Inactive or On Notice, listing the affected personnel by name.

User / Personnel Dropdowns

When selecting personnel to assign to an activity, team, or rotation, the dropdown label for non-Active personnel includes their status in brackets:

Jane Smith (On hold)
John Doe (Inactive)
Alice Brown (On notice)

This makes it easy to spot non-standard status before confirming an assignment.

Rotation Assignment Flow

When adding personnel to a rotation, the default personnel list is pre-filtered to show Active and On Hold only. You can adjust the status filter within that view to include Inactive or On Notice personnel if needed.

Bulk Updating Status via Import

Personnel Status can be set as part of a personnel import using the column name:

PERSONNEL_STATUS

Accepted values (case-sensitive):

Column value	Status applied
`active`	Active
`on_hold`	On Hold
`inactive`	Inactive
`on_notice`	On Notice

Refer to the Personnel Import guide for full import instructions and file format requirements.

Limitations and Things to Know

No automated status transitions. The system does not automatically change a person's status based on dates or contract events. Status must be updated manually (or via import).
Inactive personnel are not deleted. All historical records, assignments, and timesheets are preserved. Changing someone to Inactive simply filters them out of active planning workflows.
Warnings do not block actions. Planners can still assign, dispatch, and complete activities for any personnel regardless of status. Warnings are advisory only.
Status is company-wide. Personnel Status is a single field on the user record — it applies across all sites and work packages in your company.
The Inactive and On Notice statuses are only visible in filters when explicitly enabled. If you cannot find a person in a dropdown or list, check whether their status is Inactive or On Notice and adjust the Personnel Status filter accordingly.

Login Access

Personnel Status directly controls whether a person can log in to the platform. The check is enforced at the authentication layer — password validation is not even attempted if the status blocks access.

Status	Login allowed?
Active	✅ Yes
On Hold	❌ No
Inactive	❌ No
On Notice	❌ No

This applies to all login methods: username/password (local login) and MFA token verification.

When a blocked user attempts to log in with correct credentials, the system returns a LOGIN_DISABLED response. From the user's perspective they will see a login failure — the platform does not distinguish between a wrong password and a blocked status, for security reasons.

Important — before changing a status: If you set a person's status to On Hold, Inactive, or On Notice, they will immediately lose the ability to log in. Any active sessions with a valid JWT will continue to work until the token expires (since the token is not invalidated on status change). Plan status changes accordingly, especially for the On Hold status which may be used for temporary situations.

Note for SSO/Azure AD users: The login block currently applies to local (email/password) login and MFA verification. If your organisation uses Azure AD (SAML) login, verify with your administrator whether the same restrictions apply to your SSO flow.