Configure the Colleagues List

The Colleagues

List is an integral part of Kinabase - designed for managing user information - so it has a simplified configuration menu compared to other collections

Collection

A list of records in Kinabase, similar to a table in a spreadsheet or database.

.

Please note you won’t see the Workflow

, Views

View

A customised display of Records in a Collection, defined by filters, sorting, grouping, and visible Fields.

, or Types

Types

Categorisation of records within a collection that require different fields, validation rules and permissions.

options because these aren’t available for colleagues. However, you can still add fields, manage permissions, and perform a few other basic actions to keep team data accurate and accessible.

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How to Access Configuration

1. Open the Colleagues List

   Look for 'Colleagues' near the top of your sidebar, underneath your Calendar.

2. Select 'Configure'

   Click the ⋯ (options menu) in the top-right corner of the screen, then choose Configure. Alternatively, right-click on Colleagues in the sidebar and select Configure.

Unlike a regular collection, you'll see a simplified menu - typically Fields, Roles, Permissions, and Tabs - instead of the full set of options.

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What You Can Configure

1. Fields

   • Add a field (e.g. 'Department', 'Title', 'Line Manager').
   • Edit a field name or field type (e.g., change a text field to a dropdown).
   • Remove any unneeded fields.

2. Roles (Unique to Colleagues)

   • Assign users to a role, or edit what actions a user assigned a role can take.
   • Keep track of who’s in what role for quick filtering or referencing.

3. Permissions

   • Decide which users (or roles) can view/edit the Colleagues List.
   • Protect sensitive fields so only HR or admins can see them.

4. Tabs (If enabled)

   • Manage how associated records
     Record

     An individual entry within a Collection, like a row in a database table, representing one item or entity.
     are displayed in colleague records.
   • Show or hide relevant data for a cleaner layout.

You can't configure workflows, views, or types in the Colleagues List.
You also can't delete it!

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Steps to Add a Field

1. Go to Fields in the Colleagues List configuration.
2. Click + Add Field.
3. Give the field a Name (e.g., 'Department'), choose a Type (text, dropdown, date, etc.), and add an optional Description.
4. Click OK to save. The new field will appear in your Colleagues List immediately.

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By configuring Fields, Roles, Permissions, and (optionally) Tabs in the Colleagues List, you're setting up a well-organised, secure record of every user in Kinabase. Use this list to keep on top of your Human Resource management.

If you need further assistance, our Cambridge-based support team is always here to help.