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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, team members, and admins. Each group shows the start date and, for certified roles, the role-specific ID — for example a RESNET Rater ID, an Inspector ID, a Modeler ID, or an RTIN.

A Team Member is someone on your company's roster who needs a portal login but holds no certification and isn't a company admin: an office manager or scheduler, for example.

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 Portal badge beside a name means the person can sign in to the portal for your company; Invited means an invitation is waiting for them.

Give a staff member portal access

The staff detail page's Portal Access shows Yes, Invited (with the date it was sent), or No. Company admins can act on it:

  • No, with an email on file: select Give portal access. The Users page opens with the person already picked and their name filled in; check the name, then select Send invitation. You return to their staff detail page. See Manage portal users for what the invitation does.
  • No, with no email on file: ask EEHM to add their email first.
  • Invited: resend or revoke the invitation on the Users page.

People who are no longer on your active staff get no button; bring them back with Propose new role first.

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, team member, admin) is recorded separately, and each certified role has 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, Admin, or Team Member.
  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 or Team Member.
  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 and Team Member, 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.

When EEHM approves the Admin or Team Member role for a person who has an email on file but no portal account yet, the person is emailed an invitation to set up their portal account (see Accepting an invitation). Other roles don't send an invitation; contact EEHM staff if someone in another role needs portal access.

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.

If this is the person's last role at your company, their portal login is deactivated once the end date has passed, and EEHM is told to remove their Ekotrope user. Only EEHM can turn the login back on.

The Admin role's dates can't be edited here: its row links to the Users page instead, where you give and remove company admin access (Manage portal users).

Bring back inactive staff (administrators only)

Staff naturally come and go — someone leaves and later returns, or drops off by mistake. A person is inactive once none of their roles with your company are currently active (every one has ended). Company administrators can see who's inactive and propose bringing them back:

  1. On the Staff page, select Inactive Staff. This button only appears for administrators.
  2. The Inactive Staff page lists each inactive person, the role(s) they previously held, and roughly when they went inactive.
  3. Select Propose new role on their row — this is the same propose a new role form described above, just reached from this page. Choose the role they should come back with and submit.
  4. If a role proposal is already pending for that person, the page shows Role proposal pending instead of the link, so you can't submit a duplicate.

Like any profile proposal, this goes to EEHM staff for review — the person doesn't become active again until it's approved. Once approved, they reappear on the regular Staff page and drop off the Inactive Staff list.

Upload a training certificate

Each Professional Development row on a person's staff detail page has a Certificate column where you can attach a copy of the training or course certificate:

  1. Open the person's staff detail page and scroll to Professional Development.
  2. On the row you want, choose a file with the Choose file picker and select Upload. The file must be a PDF or an image (PDF, PNG, JPG, JPEG, or WebP) and no larger than 25 MB. HEIC photos are not accepted — convert an iPhone photo to JPEG before uploading it.
  3. Just after uploading, the file shows (processing…) for a moment while Vault checks it. Refresh the page and it becomes a download link you (and EEHM staff) can open.

To remove a file you uploaded by mistake, contact EEHM — only EEHM staff can remove an uploaded certificate. If a row also has an older external View link, that link stays alongside any uploaded files.

You can upload certificates only for people currently associated with your company. Former staff's records stay visible, but without the upload form.