Manage Every Employee From One Screen
See how Loopapa's Employee view puts identity, documents, account access, roles, AI, and Login As Staff on one screen for every person on your team.
Every person on your team is more than a name on a roster. Their documents, their work type, whether AI can talk to them, who they report to, whether they can log in today — Loopapa keeps all of it on one screen, one employee at a time.
This guide walks through every part of the Employee view: the basics you set up first, the settings that quietly prevent most access headaches, and the one feature every admin eventually reaches for — seeing the app exactly as one employee sees it.
- Identity, photo, and documents
- Work type and account access
- Role, manager, and Handbook access
- AI, turned on or off per employee
- Login As Staff — seeing what they see (Pro)
Elena Vasquez
Front Desk · Full-time
What's on the Employee view?
The Employee view is a single screen built around one person: their identity and documents, how they work, whether they can log in, who they report to, what they can read, whether AI talks to them — and, on Pro, the option to see the app exactly as they do. Here's what admins see when they open one employee's record.
Identity, photo & documents
Photo locked · 2 documents on file
Work type
On-Site
Account access
Role & manager
Front Desk · Reports to Admin
Handbook access
3 of 9 categories
AI assistant
Login As Staff
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1
Identity, photo & documents
Name, contact details, and a profile photo the employee uploads themselves from their own panel. Once you approve a photo, lock it — the employee can no longer remove or replace it until you unlock it again. The same applies to documents: employees add their own files here (ID, a signed contract, certifications, and similar records), and each one locks in place once you've reviewed it.
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2
Work type
Choose On-Site or Remote for this employee. On-Site checks their GPS location against your work zone at every clock-in; Remote skips that check for people working off your premises.
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3
Account access
One switch controls whether this employee can log in at all. Turn it off the moment someone leaves or is suspended — their history stays intact, they just can't sign in.
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4
Role & manager
Assign a role — a system role, or a custom one on Pro — and, if you use a manager hierarchy, who this employee reports to. The full picture of roles, managers, and permissions gets its own guide, linked below.
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5
Handbook access
Choose which Handbook categories this employee can open — a useful filter once your knowledge base covers more than one department or role.
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6
AI assistant
Turn AI on or off for this one employee without touching anyone else's access. Handy during a trial period, or for a role that doesn't need it yet.
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7
Login As Staff (Pro)
The last section on the screen. One button, and you're looking at the app through this employee's eyes — exactly what that looks like is next.
What happens when you use Login As Staff?
The moment you confirm, Loopapa logs you in as that employee — same tasks, same calendar, same bottom navigation they'd see on their own phone. A banner stays pinned to the top of every screen for as long as the session lasts, so there's no mistaking whose account you're in.
Starting a session
From the bottom of the Employee view, "Login as [Name]" asks you to confirm first: you'll be logged in as this person and see their exact view, every action happens as them, and the warning banner will be there the whole time. One more tap, and you're in.
What you can — and can't — do
- See and do everything that employee can: their tasks, their calendar, their reports, their Handbook access.
- Mark their tasks as Done, exactly as they would from their own phone.
- Send a chat message on their behalf — Loopapa blocks it and tells you to exit impersonation first.
Who can do this, and what gets recorded
Only Admins can start a Login As session, and only for Staff accounts — Super Admins can't be impersonated, and neither can an employee whose account is archived or deactivated. Every session start and end is logged for accountability. One tap on Exit to Admin closes it and puts you straight back in your own account.
IMPERSONATION MODE — You are viewing another user's account
My Tasks
Real-world example
One employee record, from her first shift to a guest complaint six weeks later
At a 40-room boutique hotel, every new hire gets the same five-minute setup before their first shift — one employee, one screen. Here's what that looked like when Elena joined the front desk team, and what it made possible six weeks later.
Set up
Elena uploads her ID and a profile photo from her own phone before her first shift. The general manager reviews both, then locks them in place — no surprise changes once the season starts.
Configure
On-Site is selected, since front desk always works from the lobby, and she's set to report to the Assistant Manager. Account access stays on — the one switch the GM will flip off the day she ever leaves.
Restrict
Handbook access is limited to three categories — Check-in, Check-out, and Guest Requests. She doesn't need housekeeping's chemical-safety procedures, and now she doesn't see them.
Step in
Six weeks later, a guest complaint mentions a confusing check-in message. The GM opens Login As Staff, sees the exact screen Elena saw that morning, and spots the outdated wording in under a minute.
The Employee view doesn't work alone
Every setting on this screen connects to something else your team already uses.
Roles, Managers & Permissions
The full picture of what each role and manager can see and do across your team.
Read moreThe Handbook
How categories work, and why Handbook access control matters as your team grows.
Read moreAttendance Tracking
How On-Site and Remote work type affects clock-in, GPS, and geofencing.
Read moreExports for Payroll & Compliance
Pull a full work-hours report for one employee, or your whole team.
Read moreNotifications
Notification preferences are set by each person themselves, not from this screen.
Read moreWhich plan unlocks the full Employee view?
The core of this screen — identity, documents, work type, and account access — is available on every plan, including Free. What changes as you move up is how much control you have over what each employee can access, and whether you can step into their view to help them directly.
Free
Every employee, fully set up
- Identity, photo & documents — admin-locked
- Work type & account access
- Up to 3 staff accounts
- Standard roles: Admin and Staff
Starter
Room to grow, without losing control
Everything in Free, plus
- Unlimited staff accounts
- Handbook access, category by category
- AI assistant, on or off per employee
Pro
See exactly what they see
Everything in Starter, plus
- Custom roles and Manager hierarchy
- Login As Staff, with a full audit log
- Up to 5 managers
Enterprise
Every branch, its own admin
Everything in Pro, plus
- Unlimited locations, each with its own admin account
- Unlimited managers and custom roles
- Custom onboarding
Employee view — frequently asked questions
The parts admins ask about most, once they start setting up their team.
Can employees see or edit this screen themselves?
What happens if I turn off an employee's account access?
Can I use Login As Staff on another admin?
Can I send a chat message on the employee's behalf while impersonating them?
How many employee accounts do I get on the Free plan?
What's the difference between the AI toggle for my business and the one for a single employee?
One screen, every employee, under control
Identity, documents, work type, account access, roles, and AI — set up once per person, and ready whenever you need to see exactly what they see.
Start free, no cardNo credit card required — Pro features like Login As Staff are a 14-day trial away.