Workforce members - KayanOS Documentation

A workforce member is the person record used throughout KayanOS. It can hold contact and identity information, language and time-zone preferences, a sign-in setting, and current employment context. It is not the same thing as a position, an assignment, or a permission role. In the Syrian Citizen Services Directorate example, an Intake Adviser is first created as a member, then assigned to an Intake Adviser position at the Damascus Regional Service Centre. That sequence keeps identity, staffing, and access decisions traceable.

When to use it

Create a member when a person needs to appear in the workforce directory, be selected for an assignment, receive an operational record such as a leave or salary-slip record, or be enabled for organization sign-in under the organization’s approved process. Do not create a second member simply because the person changes position, location, shift, or reporting line. Preserve one person record and create, end, pause, or update the relevant assignment as the work relationship changes.

Configuration

Area	What to record	Why it matters
Identity	Code, name, work email/phone where authorized, and photo where appropriate	Identifies the person in selectors and operational reviews.
Sign-in context	Login-enabled setting and authentication identity data where your organization uses it	Controls whether the person may sign in; it does not grant business capabilities by itself.
Preferences	Preferred language and time zone	Helps present multilingual and time-sensitive information consistently.
Current context	Active assignments, positions, nodes, and locations	Treat these as current/derived context. Maintain the underlying assignment and structure records rather than using them as a replacement for those records.
Access context	Assigned verbs, roles, and scopes	Determines what the member can list, open, create, update, delete, or share. It is separate from job title and organization chart.

Use work contact details only when they are necessary for the directorate’s operations. Avoid adding sensitive personal information to free-text fields merely because a profile can store it.

Workflow

Search by member code, approved work email, and name before creating a record.
Enter the minimum approved identity and contact information. Select the preferred language and time zone when known.
Save the member record and review it in the directory.
Create the member’s position and assignment separately. The assignment supplies the employment period, shift, holiday context, and other workforce settings.
Enable sign-in only through the organization’s approved identity process after the person record is complete.
Review access separately from staffing. Grant only the entity capabilities and scopes the person needs.
When the person changes work, update the assignment or create a new one; preserve the member record and prior operational history according to approved practice.

Worked example

The Directorate hires Rania as an Intake Adviser for the Damascus Regional Service Centre.

Member: MEM-1042 — Rania Haddad Preferred language: Arabic Time zone: the organization’s configured local time zone Position: POS-INTAKE-01 — Intake Adviser Assignment start: 1 September Position context: Damascus Regional Citizen Services / Damascus Service Counter

The member record identifies Rania. The assignment proves which position she holds and from when. Her placement in the node or position hierarchy does not, by itself, allow her to view payroll, edit leave types, or approve a budget. If Rania moves to a mobile intake role, keep her member record. End or pause the previous assignment as appropriate, then create the new assignment with its own position, dates, shift, and holiday context.

Testing

Use a training or draft workspace with a temporary work identity and no real personal data.

Create one temporary member with a non-sensitive name and a clearly marked test code.
Confirm the member is selectable in an assignment.
Add a temporary assignment and verify that current position/node/location context is shown as expected.
Confirm that the member cannot see a restricted area unless the correct capability and scope have been deliberately granted.
Remove or retire the temporary record using the organization’s approved test-data process.

Do not use a shared named demonstration member for access testing. It makes access evidence difficult to review and can expose unrelated records.

Troubleshooting

Situation	Check	Resolution
The person appears twice in a selector	Member code and approved work identity	Consolidate only through the organization’s approved data-correction process; do not delete history casually.
The member has no current position	Active assignment	Create or correct the assignment; editing the member name will not create staffing context.
The member’s current location is wrong	Position and assignment links	Correct the position’s node/location or the assignment, then review inherited shift/holiday effects.
The member cannot sign in	Login setting and identity setup	Review the approved sign-in process; a member record alone does not create credentials.
The member can see too much or too little	Assigned verbs and record scopes	Review capabilities and scopes, not the person’s title, group, or parent node.

Permissions and data-quality limits

The Members area is visible only to people with the appropriate entity capability. Existing member records can have scoped update/delete/share behavior. Use least privilege because member, compensation, leave, and contact data can be sensitive. KayanOS stores operational workforce data. It does not turn a member record, profile preference, login setting, or current position into an employment-law conclusion, an identity-verification decision, or an authorization grant. Example organization workforce members in KayanOS.

Example organization workforce members in KayanOS.

Model the operating structure in Nodes and locations.
Connect a member to a role in Groups, positions, and assignments.
Review access principles in Permissions and availability.

​When to use it

​Configuration

​Workflow

​Worked example

​Testing

​Troubleshooting

​Permissions and data-quality limits

​Related guides