Edition: All products
User-level: All Users
There are some key differences to the Staff File of an Organisation, and a User Profile. Knowing the difference between the two will ensure you aren't locking a user out, and a user is not locking themselves out of an organisation.
What is the user profile?
A staff member’s User Profile is personal to them - only they can access their Profile, make changes (to their Profile image, name, email addresses, etc.)
Updates made in the User Profile (such as a name change) do not affect the Staff File, and changes in the Staff File do not update the User Profile. However, a User's profile icon will be updated for every Organisation they are a staff member of.
Think of the User Profile as a gateway to Synergy. It allows the user to access any Organisation that uses Synergy, as long as the email address in the User Profile matches the one in the Staff File.
How to edit your user profile
Select your profile icon in the top right > profile settings
Staff can perform the following actions:
Name Change
Viewing their username
Adding a social login
Changing their primary email (*Note below)
Changing their password
Uploading a staff profile picture
Adding personal information including address and contact information
Viewing all originations and portals they belong to
NOTE: The email address in the User Profile must match the one in the Staff File.
If an organisation has added you using a specific email address and you remove it from your profile, you will lose access to that organisation. To regain access, you must re-add that email as a secondary or additional email address.
What is the Staff File?
A Staff File is the Staff Record for the Organisation. It contains all of the information about an employee, such as their contact information, calendar, rates, and so on.
This is managed entirely by the Organisation (ie System Administrators).
How to edit a staff profile
From Side Navigation, click Staff > Staff List
Open the staff member you want to edit and select 'edit' in the top right
From this page you can:
View a range of staff information including: name, email, job title, reports to, default rate, unique ID, start date and user level.
Add in personal information including: contact information, home address, social profiles and custom data fields.
Assign staff to: offices and teams.
As above, if you change a staff member's email address to something other than what they have in their User profile, they will lose access to the Organisation and will need to set up a new User profile in order to access the Organisation's Synergy account as a user.
Tips!
New Users: Wait for IT to confirm the new staff member’s email is fully set up before adding them to Synergy. Adding them too soon will block the Welcome Email for 7 days, requiring Support to intervene for earlier access.
Usernames in a User Profile cannot be changed by anyone, including Total Synergy. Choose a suitable format (e.g., first name_last name) when setting up your profile. The only way to change a username is by deleting and recreating the User Profile.
If a new staff member cannot log in, you can resend the Welcome Email by clicking the '...' to the right of their name on the staff list > resend welcome email
If an email change needs to be made, the best method of doing this (in order) is:
User adds it as a secondary email in their Profile (keeping original email as primary)
Admin changes it in Staff file
User can now make it Primary, and remove the old email address if applicable