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Manage staff and roles

The Staff section lists your company's active people, grouped by role: raters, QA designees, field inspectors, modelers, and admins. Each group shows the role-specific ID — for example a RESNET Rater ID, an Inspector ID, a Modeler ID, or an RTIN — and the start date.

Select a person's name to open their staff detail page, which gathers everything on file for them: their roles and profiles, certifications, professional development, exams, field evaluations, and assigned equipment.

A person, with one or more roles

In Vault, a person is the shared identity, and each role they hold (rater, field inspector, modeler, QA designee, admin) is a separate profile with its own ID. One person can hold several roles. That distinction decides which form you use:

  • The person is brand new to your company → propose a new staff member.
  • The person is already on your staff and is taking on another role → propose a new role for them.

Using the right one avoids creating a duplicate person.

Propose a new staff member

  1. On the Staff page, select Create New (or use the dashboard's Propose a New Staff Member).
  2. Choose the Role — Rater, Field Inspector, Modeler, QA Designee, or Admin.
  3. Enter the person's name, email, and call sign, plus the role-specific ID. The ID is required for Rater, Field Inspector, and Modeler; it's optional for QA Designee and not shown for Admin.
  4. Select Submit Proposal.

As you fill it in, the portal looks for people with similar names already on your staff and lists them under We found people with similar names. If one of them is the same person, cancel and add the new role from their staff detail page instead (see below). If it's genuinely a new person, select Confirm — this is a new person, submit anyway.

The portal will not let you submit if the email or call sign exactly matches someone already on your staff — that means the person already exists, so add the role to them instead.

Propose a new role for an existing person

  1. Open the person's staff detail page from the Staff list.
  2. In the Roles & Profiles section, select Propose new role.
  3. Choose the role and enter its ID (the ID field is hidden for Admin, or when the person already has that role on file).
  4. Select Submit Proposal.

Both kinds of proposal go to EEHM staff for review and show up under Staff Proposals or Profile Proposals. See Submit and track proposals.

Edit a role's dates (administrators only)

Company administrators can change the start and end dates of an existing role directly — no proposal needed:

  1. Open the person's staff detail page.
  2. In the Roles & Profiles table, select Edit dates on the role's row.
  3. Update the start and/or end dates and select Save dates.

The change takes effect immediately and notifies EEHM staff. The Edit dates link only appears for administrators; regular users won't see it.