Users vs Personnel
Admin has two separate lists — Users and Personnel — for two related but distinct concepts.
Key terms
User
A user is a login account: an email address, a password (or social sign-in), and a session. It's the thing someone signs in with, and one user can belong to more than one organisation.
Person
A person is a personnel record scoped to a single organisation — a name, contact details, and whatever else your organisation tracks about its people. A person can exist with no login attached at all, which is normal for tracking someone who isn't given app access.
How they connect
Within an organisation, a user can be linked to at most one person, and a person to at most one user — but neither side requires the other:
- A person with no linked user is on the roster but can't sign in.
- A user with no linked person can sign in (for example, an admin-only account) but won't appear in personnel-based screens like sessions or reports.
Linking isn't part of the invite flow — it's a manual step. From a user's detail page (Admin → Users), use Link Person to search and attach an unlinked personnel record; Unlink Person removes the connection without deleting either record.
Several places in the app — recording a skill check yourself, for example — require you to have a linked person before you can act. If you see a warning about a "linked personal record," this is what it means.