Staff accounts

Staff accounts are the accounts DataMind's staff use for the platform's staff areas. A staff account is not a company account: it holds no membership in any company, so it never appears in a company's member list or invitations. The Staff tab in Platform Settings lists the staff accounts and holds the control that ends a staff member's access.

Open the Staff tab

1. Sign in with your Microsoft work account.
2. Open Platform Settings.
3. Select the Staff tab.

The table lists every staff account with Name, Email, Sign-in, Status and Added. Until an account exists, the list reads No staff accounts yet. The table's export action writes every row, named staff.

Read the Sign-in column

• Microsoft: the account has signed in through Microsoft, so it is linked to a Microsoft Entra identity.
• Password: the account can still sign in with a password: "This account can still sign in with a password, which Entra never sees. Expected only on the sealed break-glass account."

Status shows Active or Inactive; a deactivated account stays in the list. Added shows when the account was created.

Where staff accounts come from

There is no add action and no invitation for staff. An account is created automatically the first time the person signs in with their Microsoft work account, and it appears in this list then. If someone is expected here but missing, they have not signed in yet.

Staff accounts stay separate from company users: they hold no membership in any company, never appear in a company's member list or invitations, and company role assignment does not apply to them. The role catalogue is covered on Roles and permissions, and companies themselves enter through the access-request queue on Registration requests.

Sign in and passwords

Staff sign in with their Microsoft work account. The sign-in screen is described on Get access and sign in; the staff sign-in flow itself is on Staff sign-in with Microsoft.

A staff account created by its first Microsoft sign-in has no password, so the password form cannot sign it in: a password attempt is refused as invalid credentials, the same as any other failed sign-in. Password reset emails are not sent for staff accounts, and a reset link issued before an account became a staff account is refused by the reset page with Staff accounts sign in with Microsoft and have no password. The one account expected to hold a password is the sealed break-glass account, which the list flags with Password and which still signs in through the password form.

Deactivate an account

1. Open the account's row menu and click Deactivate.
2. Confirm the prompt Deactivate {email}?. The confirmation states the effect: "Their session ends immediately and they cannot sign in again - through Microsoft or otherwise - until reactivated. Remove them from the Entra group as well."
3. The toast confirms Staff account deactivated: "Their live session is already gone - they cannot sign in again until reactivated."

Deactivation is DataMind Platform's own control: it keeps working even when Microsoft sign-in is unreachable. You cannot deactivate your own account: the action is not offered on your own row, and the refusal is You cannot deactivate your own staff account.

Activate an account

1. Open the account's row menu and click Activate.
2. Confirm the prompt Activate {email}?. As the confirmation says, "They can sign in again through Microsoft, provided they are still assigned to the app in Entra."

The toast confirms Staff account activated, and the account returns to Active. If the change does not go through, the toast reads Update failed.

Questions, answered

How is a new staff account created?

Automatically, the first time the person signs in with their Microsoft work account. There is no add action and no invitation for staff accounts.

What happens if I deactivate someone who is signed in?

Their session ends immediately, as the confirmation states, and their sign-in stays blocked until the account is activated again.

Does deactivation still work when Microsoft sign-in is unavailable?

Yes. Deactivation is the platform's own control and does not depend on Microsoft sign-in.

Can I deactivate my own staff account?

No. The action is not offered on your own row, and an attempt is refused with You cannot deactivate your own staff account. Ask another staff member to make the change.

Should I remove the person from their Entra group as well?

The deactivation confirmation asks you to: "Remove them from the Entra group as well." Do both when their access should end everywhere.

Can I activate a deactivated account again later?

Yes. Use Activate on the row. They can sign in again through Microsoft only while they are still assigned to the app in Entra.

Can a staff account sign in with a password or reset one?

No. An account created by its first Microsoft sign-in has no password, so the password form cannot sign it in: a password attempt is refused as invalid credentials, the same as any other failed sign-in. Password reset emails are not sent for staff accounts, and a reset link issued before an account became a staff account is refused by the reset page with Staff accounts sign in with Microsoft and have no password. The sealed break-glass account is the one account expected to hold a password, and it still signs in through the password form.

Do staff accounts appear in a company's member list?

No. A staff account holds no membership in any company, so it never appears in a company's member list or in its invitations.

Why can I not see the Staff tab?

The Staff tab is a staff-only area of Platform Settings. It appears to DataMind staff accounts; company accounts do not see it.