Introduction
In CorePlan, Users are individuals with accounts who can log in and perform tasks based on their assigned roles, while Personnel are non-account members used for tracking purposes, such as attendance or safety incidents.
The key difference is that Users have system access, whereas Personnel do not.
Users and Personnel
Users
Users are individuals within your organisation who can log in to CorePlan using their email address. They perform tasks based on their assigned roles and permissions.
Roles and permissions: users can be assigned roles like Admin, Manager, or Field Worker, which determine their access levels.
Project access: users can be linked to specific projects or given global access to all projects. Administrators may have global access by default.
Cost visibility: roles like Admin and Manager can view project costs.
Dropdown lists: users can optionally appear in dropdown lists for Plods, forms, or other selection purposes.
Personnel
Personnel are individuals without a CorePlan account. They cannot log in to the platform and are added for administrative and tracking purposes.
Dropdown lists: Personnel always appear in dropdown lists for forms, Plods, and other records.
Tracking: useful for tracking attendance, work hours, or involvement in safety incidents for staff who don't need platform access.
No login required: Personnel do not have login credentials and cannot interact with the platform.
💡 Tip: Use Personnel profiles for contractors, visitors, or temporary workers who need to be documented but don't need platform access.
Navigating the People Module
Go to the People module from the left-hand menu.
Select the appropriate tab:
Users: Displays all users with CorePlan accounts.
Personnel: Displays personnel without CorePlan accounts.
Pending Invites: Shows users who have been invited but haven’t yet accepted.
How to Invite Users
Navigate to the Users tab within the People module.
Click the Invite User button in the top-right corner.
Fill in the required details:
Email: the user's email address.
User role: select from options like Admin, Client User, or Field Worker.
Assign projects and configure permissions (for example, View costs).
Click Save to send the invitation.
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Important: Notify the invited user to check their email for the activation link.
Once the user accepts, their status updates in the Pending Invites tab, and they appear in the Users list
Edit Users' Permissions and Details
Navigate to the Users tab within the People module.
Select the … (three dots) on the far right of the user's name.
Click Edit.
Change the user’s details, toggle switches, or update their project access.
Click Save to apply changes.
How to Add or Import Personnel
Add Personnel Individually
Navigate to the Personnel tab within the People module.
Click the + New Personnel button in the top-right corner.
Select New Personnel from the dropdown.
Enter the required details:
Name: The personnel’s name.
Other fields (e.g., Job Role, Location) are optional.
Click Save to add the personnel.
Import Personnel in Bulk
Navigate to the Personnel tab within the People module.
Click the + New Personnel dropdown.
Select Import.
Download the Sample CSV to see the correct formatting.
Upload your CSV file using drag-and-drop or the Add File button.
Click Import to upload your personnel list.
Personnel will appear in dropdown menus for tracking attendance, hours, or incidents once imported.
Important: The bulk import creates new Personnel records only. It does not update existing records. If you re-import an edited version of a CSV, CorePlan will create duplicate entries rather than updating the existing ones.
To update existing Personnel records in bulk, use the CorePlan API. The API matches on exact name and updates a record if found, or creates a new one if not.
Managing and Removing Users and Personnel
Quick Overview
Action | Users Tab | Personnel Tab |
Purpose | Manages who can log in to CorePlan | Tracks everyone who may appear in forms or records |
Delete option | ✅ Yes – removes login access | ❌ No delete option |
Deactivate option | ❌ Not available | ✅ Yes – hides from Plods and Forms |
Reactivate option | ❌ Not possible (must re-invite) | ✅ Yes – can be reactivated any time |
Visible in Plods & Forms | ❌ Not managed here | ✅ Yes – controlled via status and visibility flag |
Deleting a User
Go to People > Users.
Click the ••• menu next to their name.
Select Delete.
What happens when you delete a user:
Their login access is removed.
Their name still appears in historical records (e.g., completed Plods).
They cannot be reactivated.
How to add them back:
Go to the Users tab and click Invite User.
Enter their email and send a new invite.
Tip: Use delete only when you’re sure the person won’t need access again.
Deactivating Personnel (Including Users)
Go to People > Personnel.
Click the ••• menu and click Edit or open the person’s profile by clicking their name, and click Edit.
Set Status to Inactive.
What happens when you deactivate someone:
Their name stays in the Personnel list (marked Inactive).
They no longer appear in the mobile Plod form or dropdowns — even if "Visible in Plods and Forms" is toggled on.
If they are also a User, their login access is unaffected.
How to reactivate:
Go to the person’s profile and change their Status back to Active.
Tip: Use this option for temporary removal from operational tasks.
Employee ID and "Visible in Plods and Forms"
Employee ID
Employee IDs are optional and used to connect personnel with external systems. They help with reporting and filtering but do not affect login access or visibility.
Visible in Plods and Forms
This setting controls whether a person can be selected in forms and plods.
If their Status is Inactive, they will not appear — even if this toggle is on.
If their Status is Active and this is enabled, they will appear in dropdowns.
FAQs
How do I change a user’s role?
Go to the Users tab.
Click the pencil icon next to the user’s name.
Update their role in the User Role dropdown and save.
How do I edit personnel details?
Navigate to the Personnel tab.
Click the pencil icon next to the personnel’s name.
Update the necessary fields and save.
How do I grant an existing user access to a new project?
Navigate to the Projects module.
Select the project and go to its settings.
Add the user under the Grant Users Access section.
How do I remove someone from Plods without deleting them?
Navigate to the Personnel tab.
Edit the person’s profile.
Set their Status to Inactive.
If you're unsure whether to delete or deactivate someone, or you're not seeing a person appear in Plods, feel free to contact CorePlan Support, we're here to help!