A Service Provider Member is any person that enters your location as part of their work and aren’t employed by your organization. They are counted as members of service provider organizations. These can be anyone from cleaners to builders to suppliers to temp workers and anyone that performs services for your organization and needs to sign into your locations.
There is a lot of different information you can store in WhosOnLocation about a Service Provider Member. A lot of this data can be used to manage these service providers, their roles in their organization, and their accesses to your location, keeping safety and security at the forefront of your organization.
The different sections for Service Provider Members covered in this article are:
These are the contact details of the member. The only required field to add a new member is the Full Name field, this must have a first and last name to be accepted.
In order for a member to have access to your locations, the Status of their Account needs to be Active. When first adding a member, the Status defaults to Pending, you can then change this to Active, Inactive, or On-Hold.
Inactive, Pending, and On-Hold are all statuses which prevent access to your locations and prevent expiry notifications from being sent to the member.
You can use these to manage your members in any way you want. E.g. On-Hold means you are waiting for paperwork, Inactive means they are not currently providing services but they may in the future, etc.
Add or remove the organizations a member belongs to in this section. Once an organization has been added, you can adjust the Location Permissions and Organization Roles of that member for that organization.
A member cannot have access to more locations than their organization, but they can have fewer. E.g. An organization has location permission for all locations in one country, but a member may only have permission for one city. This means they will only be recognized as a service provider for the location in that city.
You can assign different Organization Roles in this section. These roles can be used to manage inductions, e.g. all members with the builder contact role must pass the builders induction; to identify specific members of organizations, e.g. Account Managers are the main contacts for each organization; or they can be used for specific purposes in WhosOnLocation, e.g. Panic Alarm Responders, Policy Owners, etc.
Organization Roles are set up in WhosOnLocation at the Service Provider Manager level under Member Contact Role Types from the left-hand menu.
From this section, you can view and send a member’s WolMobile Code. This code will not be active until it is sent to the member, do this by clicking Send WolMobile URL and selecting your method.
WolMobile is an app used by service providers and employees to sign in and out of locations without using the kiosk. For more information on WolMobile, please have a look at our Helpdesk article Introduction: WolMobile.
From this section, you can view the induction courses passed by a member, the status of the course (whether it is passed, not passed, or expired), and if they have any pending invites to induction courses.
If you also have the Induction Manager user role, you can invite members to take induction courses or manually add them to their profiles from this view.
Induction courses are all set up in the Induction Management section of WhosOnLocation by users with the Induction Management user role.
Tokens are used to expedite the sign in/out process through scanning. If you have a token set up in WhosOnLocation, you can scan this instead of entering your name into a kiosk to sign in or out.
Tokens are any barcode or QR code that is entered into the system to give a service provider this ability. They can be added by an Identity Manager user in the system or by the service provider themselves when signing in on the kiosk if the self-register option is enabled.
From this section, you can view any tokens set up in a member’s account and, if you have the Identity Manager user role, add new tokens.
This section is used to record a service provider's relevant qualifications. Qualifications are created in the Qualifications Management section, then applied to a Service Providers profile in this section. You do not need to have the Qualifications Manager user role to add qualifications to a service provider's profile, only to create different qualifications.
Information which can be recorded includes the type of qualification, the name of the qualification (chosen from a dropdown menu of created qualifications), when it was received, when it is valid until, and any supporting documents for the qualification.
Qualifications (or lack of qualifications) can be used to deny entry to service providers from a location using Triggers. You can set this up for if a relevant qualification has not been applied or expires.
This is a section where you can view and create miscellaneous notes about the member which may be relevant to your records.
Each note has a type, subject, and note contents to help differentiate what each note is for at a glance.
You can add notes manually one-by-one, or add multiple notes for a member via CSV import using the template provided in the Notes section.
Have a look at the Helpdesk article About Notes for more information, including how to add notes.