Managing people

Use People to find and manage the people your organization knows, including employees, members, students, and guests. Each person has one identity record, regardless of how many roles they hold. Their name, phone number, email, and ID number are stored once and shared wherever that identity is used.

People and roles

Eban separates a person’s identity from the roles they hold.

Layer	What it represents	What it contains
People (identity)	One record for each person in your organization.	Name, phone, email, ID number, avatar, roles, activity, and relationships to other people.
Employees (role)	A person’s employment with your organization.	Contracts, salaries, job titles, work schedules, leave allowances, documents, and employment history.

A person can have several roles but appears only once in People, with each role shown on their record. For example, someone who is both a member and an employee has one identity and two roles.

Each role has its own details. Use Employees to manage employment information, or open the relevant role from the person’s page. Changes to shared identity details, such as a phone number, apply wherever that identity is used. Only people with an employee role have employment details to manage.

How people are added

A person’s first identity is created through the process that assigns their first role:

Onboard as employee: creates an employee role through the same onboarding flow used from the Employees roster.
Register a member: creates a member role.
Enroll a student: creates a student role from the school roll.
Guest check-in: creates an identity automatically when a guest checks in at a device, without requiring a registration form.

You can add another role later from the person’s page. Eban Register keeps the same identity, so someone who becomes an employee after registering as a member does not need a second People record.

Find a person

Search by name, phone number, or ID number. Each row shows the person’s Name, Phone, ID number, Role, and Added via (the process that created the identity).

Use the filters to narrow the results:

Role: show Employee, Member, or No roles. Choose No roles to find identities that do not currently have a role assigned.
Added via: show people created through a particular process.
Merged records: include records that have been merged into another identity. These are hidden by default.

View a person’s record

Open a person to view their Overview and Attendance tabs.

Overview

The Overview contains the person’s identity details, roles, activity, and relationships.

Roles: each role has its own card showing its reference (such as a staff or membership number), status, and start date. Select Open employee record, or the equivalent option for another role, to open that role’s record. If the person does not have a particular role, the panel provides an option to add it.
Activity: a timeline of the person’s activity, with the newest entries first.
Identity: details that belong to the person rather than to a specific role. Select Edit identity to update these details.
Relations: the person’s relationships with guardians, next of kin, and representatives. Relationship names indicate direction, so Guardian and Guardian of represent different relationships.

Attendance

The Attendance tab lists punches recorded for the person across all their roles.

A punch that has not yet been matched to a person’s expected attendance appears as parked. It is claimed once it matches an expected attendance record.

Admin access

Admin access indicates whether the person has an admin account for your organization. Manage that access in Users & access.

Merge duplicate identities

A person can end up with more than one identity record, for example, if their phone number was entered differently or their membership and employee records were created separately. Use Merge into another person to combine duplicate records while keeping the identity you choose as the survivor.

Choose the person record you want to keep.
Review the merge preview to see what will move to the surviving record.
Confirm the merge. No records are merged until you confirm.

After the merge, the duplicate becomes a tombstone rather than being permanently removed. It no longer appears in the directory by default, but you can find it by including merged records. Its page remains accessible and points to the surviving identity, and existing references to the duplicate continue to resolve.

Employees: manage employment details and employee records.
Devices & agents: manage devices and agents associated with people’s numbers and attendance.
Users & access: manage admin accounts and their access.