---
title: "Step 1: Add Personnel"
canonical: "https://support.functionfox.com/space/GS/39322411/Step+1%3A+Add+Personnel"
format: markdown
---
## Add Personnel

The first step to getting started in FunctionFox is to add your team as users.

#### How to Add a New User to FunctionFox

1. Go to **Personnel > Manage **in the left menu.
2. Click the** Add Personnel **button to open the Personnel modal.
3. Fill out the required details for your new user (Last Name, First Name, Username, Email)
4. ‘**Password set by user**’ will be checked off by default. This allows the new user to set their own password when logging in to FunctionFox. If your Access Levels are set up so that your users cannot manage their own passwords, you’ll want to uncheck this and set one for them.
5. Check off the **Project Manager** option to designate this user as project manager. Their name will appear in the Project Manager drop-down menu when adding projects on the Projects > Manage page.
6. Assign an **Access Level**. For more information on access levels, see below.

#### Optional Personnel Fields

Click on the Optional Fields button at the top right of the Personnel modal

7. Assign a **Department Group**. To add your internal departments, click on the Department Group tab at the top of the Personnel modal.
8. Select the **Allow Timer **option to allow your users to track time on the Timesheet using the timer.
9. Select the **Timesheet Reminder** checkbox if you want this user to receive email reminders if they do not fill out their timesheets
10. Select **Share My Calendar **to enable the sharing of this user’s personal calendar (My Calendar).

Once you’ve filled out all of the applicable fields, click **Save New** to add your user. This user will appear in the Personnel table at the bottom of the page.

![image-20250603-145149.png](media://6626c2f0-05be-4c8e-91bb-38c2f93ebc26)

**Note:** Users are not automatically notified when they are added to FunctionFox. Use the **Send Login** button in the Personnel table to send a user their login details to the email address associated with their profile.

> ℹ️ ![image-20240603-190648.png](media://a66abc1f-89e3-4b42-a357-36e10a86db4f)
> ℹ️ 
> ℹ️ **FOX TIP:** Assigning **Project Managers** allows you to sort and filter projects by Project Manager in FunctionFox. Project Managers can also receive [notifications](https://functionfox.atlassian.net/wiki/spaces/GS/pages/39324264) regarding the projects they manage.

#### Personnel Cost Rates

[Personnel Cost Rates](https://support.functionfox.com/space/GS/55345155/Personnel+Cost+Rate+Report) can be managed for each user by clicking on the Add Personnel button and then the Personnel Cost Rates tab at the top of the Personnel modal. Alternately, you can click on the Tips/Links and then the Personnel Cost Rate link

#### Department Groups

Department Groups allow you to group your personnel by your internal departments. You can manage these departments by clicking on the words **Department Group** above the filter at the top of the page, or by clicking on Add Personnel and then clicking on the Department Groups tab within the modal. 

#### How to Edit Personnel Details

1. In the Personnel table, click on the **Edit** pencil icon next to the profile that you wish to edit.
2. Make your changes within the Personnel modal.
3. Click **Save Edit **to lock in your changes.

#### Removing Personnel in FunctionFox:

FunctionFox will not allow you to delete a user if they have data associated with them (e.g. Timesheet entries). When a user no longer requires access to your account, you’ll want to archive that user. Archiving will deactivate that user’s profile, but all of their data will be retained.

Users can be archived within the Personnel table by clicking the Archive checkbox next to their name. The Archive column can be shown/hidden by clicking on the table settings (3 bars). 

**Note:** If you archive personnel that you don’t plan to immediately replace, please [notify](mailto:billing@functionfox.com) our Billing Department of your change in users. 

#### Viewing Archived Personnel

The **Personnel State **filter** **at the top of the page allows you to view Active Personnel only, All Personnel (both active and archived) or Archived Personnel only.

**To De-Archive Personnel**

1. Change the **Personnel State** filter to All Personnel or Archived Personnel Only.
2. Locate your archived user in the Personnel list and uncheck the Archive checkbox to reinstate them as an active user.

![image-20250529-190332.png](media://e8678ea7-b155-4db7-904f-0bf3bd03c3b7)

#### Access Levels

[Access Levels](https://support.functionfox.com/space/GS/39322482/Step+2%3A+Set+Personnel+Access+Levels) controls the different features and functions that users can access within the account. When assigning Access Levels, you can choose from one of four default levels or create your own.

> ℹ️ **[Click here](https://functionfox.atlassian.net/wiki/spaces/GS/pages/39322482)**** for more information on setting personnel Access Levels. **