Configure the Colleagues List

The Colleague

s list is Kinabase's built-in people collection - every user in your organisation, whatever their user type, has a record here. It sits near the top of your sidebar, above your other collections, and it can't be deleted.

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1. What makes it different from other collections

Because Colleagues holds account information rather than general business data, it has a simplified configuration compared to a normal collection. You won't see Workflow, Views or Types - those don't apply here. You can still add fields, manage permissions, and control what shows on a colleague's record.

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2. How it connects to the rest of Kinabase

Any field of type Colleague(s) on another collection - an 'Account Manager' field on Clients, or an 'Assigned To' field on Projects - points back to a record in this list. That's also what makes permission rules like "the manager of this record's owner" possible: they key off a Colleague field pointing here.

Keeping the Colleagues list accurate matters beyond its own page, then - it's the source of truth every "who" reference in your other collections draws from.

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3. Opening configuration

1. Find Colleagues near the top of your sidebar, under Calendar.
2. Click the options menu (⋯) in the top-right of the list, or right-click Colleagues in the sidebar, and select Configure.

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4. What you can configure

Fields

Add, edit or remove fields - for example 'Department', 'Job Title' or 'Line Manager'. This is also where you'd add fields to receive data synced from Microsoft 365; see Connecting to Microsoft 365.

Roles

Manage which roles exist and who's assigned to them - see Assign Roles & Permissions.

Permissions

Decide which roles can view or edit the Colleagues list, and protect sensitive fields so only the roles that need them - HR, for instance - can see them.

Tabs

Control how related records, such as tasks or activities against a colleague, are displayed on their record.

You can't configure workflows, views or types on the Colleagues list, and you can't delete it.

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5. Add a field

1. Go to Fields in the Colleagues list configuration.
2. Click + Add Field.
3. Give the field a name, choose a type, and add an optional description.
4. Click OK to save. The field appears on colleague records immediately.

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Need more help? Ask your System admin, or contact our support team via Help & Support.