Employee Database Report

Note: This report was previously called RBT Database Report. It has been renamed to Employee Database in both the Reports Access hub and the report page heading. The route and underlying data remain the same.

1. What does this feature do? (High-Level Overview)

The Employee Database Report consolidates former employees who are currently inactive at the selected location and still available for contact, so staff can reach out individually or in bulk when new openings arise. This feature is currently available.

2. Who is this for? (Roles & Permissions)

• Super Admin / Admin / Owner / Manager (with view_employees): Can open the report, filter employees, and send individual or broadcast notifications by email or SMS.
• Users with update_employees: Can additionally open an employee’s profile from the list and bulk-disable notifications for selected employees.
• Any role without view_employees at the current location: Cannot access the report; the API returns a 403 and the UI redirects to the reports hub.

3. Business Rules & Enforcements

• Rule 1 — Inactive employees only: The list only shows employees whose user_locations.status is INACTIVE at the current location. Active employees and users not assigned to the current location are excluded.
• Rule 2 — Must be contactable: Employees with available_for_notification = false are always excluded, even if they match every other filter.
• Rule 3 — Location-scoped: Results are always filtered by the current location context. Users cannot see employees from a location they do not belong to.
• Rule 4 — Search behavior: The name filter matches against first name, last name, and full-name combinations. The role filter matches by role name at the current location. The city filter is a partial match on the employee’s city.
• Rule 5 — Broadcast requires a city filter: The “Broadcast Notification” action is only visible when a city filter is active and the list is non-empty. This is intentional to prevent mass-notifying employees across unrelated cities.
• Rule 6 — Disable Notification is gated: The bulk “Disable Notification” button is only visible to users with update_employees. It sets available_for_notification = false on the selected employees, which removes them from this report going forward. The action requires explicit confirmation.
• Rule 7 — Pagination limits: Page size is selectable from 10, 25, 50, 100 (default 50). The API hard-caps per_page at 200.

4. UI Placement

1. Reports (main menu) > Reports Access hub: The “Employee Database” card (icon: database) with the description “View and notify inactive employees”.
2. Reports > Employee Database: The report page itself, with the page heading “Employee Database”, containing the filter bar (Name, Role, City), action buttons (Reset, Broadcast Notification when applicable, Disable Notification when employees are selected), and the employee table with per-row notification menu.

5. How-To Guide (Step-by-Step)

Scenario A: Finding and notifying an inactive employee by email

1. From the main menu, open Reports and click the Employee Database card.
2. In the filter bar, type the employee’s name, pick a role, or type a city. The list refreshes automatically after a short debounce.
3. In the employee’s row, click the bell icon under Actions, then select Notification by Email (or Notification by SMS).
4. Complete the notification dialog and send. The employee remains on the list so further outreach is still possible.

Scenario B: Broadcasting a notification to every employee in a city

1. Open Reports > Employee Database.
2. Type a city in the City filter. Once results load, a yellow Broadcast Notification button appears next to Reset.
3. Click Broadcast Notification, pick By Email or By SMS, complete the dialog, and send. Every employee currently in the filtered list receives the notification.

Scenario C: Removing employees from future outreach

1. Open Reports > Employee Database and filter as needed.
2. Tick the checkbox on each row to remove, or use the header checkbox to select the whole page.
3. Click Disable Notification (visible only with the update_employees permission).
4. Confirm in the dialog. The selected employees are flagged as no longer available for notification and disappear from the report.

6. What happens if…? (Edge Cases / FAQ)

• Q: Why don’t my currently active employees show up here?
  • A: The report is designed as a re-engagement list for former employees. Only employees marked inactive at the current location appear. Active employees are managed through the regular employee screens, not through this report.
• Q: Why is the “Broadcast Notification” button missing?
  • A: Broadcast is only available when a city filter is applied and the filtered list has at least one employee. This prevents sending a single message to employees from unrelated cities by accident. Add a city filter to enable it.
• Q: Is disabling notifications reversible?
  • A: Yes. “Disable Notification” sets the employee’s available for notification flag to off, which removes them from this report. Re-enabling the flag from the employee’s profile brings them back into scope the next time the report loads.
• Q: I still see the report referred to as “RBT Database” in older links or bookmarks. Is that the same thing?
  • A: Yes. The report was renamed to Employee Database. The route, data, and behavior are unchanged — only the visible label was updated. Existing bookmarks continue to work.