The people directory

Under People your organisation keeps one shared list: who is responsible for what, who stands in, who is the contact person at the hosting company. You find it in the sidebar, on a phone under More.

What the area is for

Almost every project has people everyone involved needs to reach sooner or later: the office at the customer's, the IT administrator, the service provider who runs the server. Their contact details otherwise tend to end up in a ticket or a note, and whoever needs them has to find them again through the search.

Under People they are in one place, for the whole organisation: name, company, function, email, phone and whatever else matters. The contact details of the people on your team belong there too.

Meetings come on top. For every person you see which meetings they recently took part in. So you find a conversation through the person too, not only through the meetings themselves. More under People and meetings.

The list holds two kinds of people:

• Members appear by themselves once they have been invited to the organisation and are active. Their name and email come from their account.
• Contacts are people without an account in Lalabase, for example someone on the customer's side or at a service provider. You add contacts by hand.

Who sees the directory

Administrators always see and edit the directory. Everybody else needs a permission from their role, in the People group:

• View people: read the list and the details.
• Edit people (including delete): also add, change and delete. Whoever may edit may also view.

No role gets these permissions by itself, existing roles included. An administrator grants them on purpose, as described in Creating roles & assigning permissions. Roles for the customer's side can get them too, so your customer can help keep the list.

Everybody sees members only as far as they see them under Members. Someone who works in a few projects sees the colleagues of those projects, not the whole organisation. The details of a member you may not see stay hidden from you.

The list

Above the list you can:

• search: The search looks at name, function, department, company and email. Umlauts do not matter, “Müller” also finds “Mueller”.
• filter: All, Members or Contacts. Each filter shows how many people it holds.
• sort: A click on Name or Last sorts the list. It starts sorted by name.

The small box in front of the name tells you who it is: for a member it is filled (or shows their photo), for a contact it is only outlined. Hover over it to see the word.

The Last column shows how long ago the last contact was, for example “yesterday” or “3 weeks ago”. Hover over it to see what the last contact was. If there has been no contact yet, the column stays empty. Sorted by Last, the most recent contact comes first, and people without any contact come last.

Opening a person

A click on a row opens the person next to the list, on a phone as a view of its own. It shows:

• under the name, whether this is a member or a contact, and the company, for example “Contact · Example Ltd”;
• first, how to reach the person: email, phone and further numbers such as a fax. Email addresses and phone numbers are links;
• then the other details (salutation, function, department) and the note;
• Meetings: the three most recent meetings they took part in. Show all … lists all of them. A click opens the meeting;
• at the bottom, who added the person and how often it was changed since, for example “Added by … · 2 changes”. A click on it unfolds the History: who changed which field when. The old values are not shown there.

What counts as the last contact

The Last column of the list shows the last contact.

• For a contact, the last meeting they took part in.
• For a member, the more recent of two things: the last meeting with them, and their own last work on a ticket (created, changed or commented).

Only what you may read yourself counts. A meeting or ticket in a project you have no access to appears nowhere and does not change the order either. A meeting counts once its date has passed. If there is nothing, the column stays empty.

People and meetings

People and meetings are connected. When you open a person, Meetings lists the meetings they took part in, the most recent first. A click opens the meeting. If there is none, it says “No meeting yet.”

So you reach a conversation from two sides: through Meetings when you know what it was about, and through People when you know who you talked to.

For a member, Lalabase knows by itself which meetings they took part in. For a contact, meetings only appear once someone has linked the participant in the meeting to this person. How that works is described in Linking meeting participants to people.

Adding and editing people

This needs the Edit people permission.

1. Click the green + next to the title (Add person).
2. Enter the name. Everything else is optional: salutation, function, department, company (meant for third parties, such as the hosting company), email, phone and a note as plain text.
3. Click Save.

The salutation is free text: Mr, Ms, Dr or whatever fits. It helps when you only know the last name and want to write to the person. Left empty, none is given.

Use Edit to change the details later. If somebody else changed the person in the meantime, Lalabase shows the current details and you change them once more.

Details about a member

You can add salutation, function, department, phone and a note to a member too. While these details are missing, the person shows the button Add details. Name and email keep coming from the account and cannot be changed here. Remove added details (at the top of the person, under ···) deletes only what was added; the account stays.

Linking a contact to a member

If you added someone as a contact who gets an account later, link the two: open the contact, click Edit and choose the member under Link to a member (optional). The name then comes from the account.

If a contact and a member have the same name, the person points it out (“Same name: …”). Link … opens the form for it right away. Lalabase links nothing by itself.

Deleting people

Open the person, click ··· at the top and then Delete. This removes a contact from the list and cannot be undone. In meetings, their name stays as a participant; only the link to the person goes.

When a member leaves the organisation

The row with the added details stays and is listed as a contact afterwards:

• If the membership is only deactivated, it says “Former member”.
• If the person is removed from the organisation entirely, the link to the account goes. The details stay.