# 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](#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](https://lalabase.com/docs/en/guides/team/roles-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.

<div class="docs-callout docs-callout--warning">
  <div class="docs-callout__title">Details are visible to everyone with access</div>
  <p>What you enter about a person is seen by everyone who may view the directory, the customer's side too. Only enter what may be read there.</p>
</div>

## 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](https://lalabase.com/docs/en/guides/people/meeting-participants).

## 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.