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Service Provider Portal Administration

Configure the settings for your organization's Service Provider Portal. You must have the Service Provider Manager user role assigned to access these settings.

Your organization's Service Provider Portal is controlled as much as possible by your organization. This means that you choose who has access to it, what they can see and change, and what terms they must agree to before access is granted.

The Portal Administration area in your WhosOnLocation account is where you configure the settings for your Service Provider Portal. There are three sections to set up:

Portal Users

Data Access Permissions

Terms of Use

Please Note: If you are a contractor and wanting information around how to use the portal, please refer to the Helpdesk article, Introduction: Service Provider Portal from a Contractors Perspective.

Accessing Portal Administration

To access your Portal Administration section, you must have the Service Provider Manager (Administrator) user role assigned. For more information on the Service Provider Manager user roles, have a look at Granting Service Provider Manager User Role rights.

With this role assigned, go to Tools > Service Provider Manager > Portal Administration (from the left-hand menu).

Portal Users

This section is used to grant access to your Service Provider Portal to service provider members. You can add as many Portal Users as you want

Service provider members that have access to your Service Provider Portal are given the Contact Role Type of Portal User. You can add as many Portal Users as you want in your account, either by assigning them the Portal User contact role type or by adding them in the Portal Users tab in Portal Administration. For more information on Contact Role Types and how to assign them, have a look at Contact Role Type Settings.

A member is not able to access the portal with this user role alone, they must also be sent a login permission email to set up a password.

To add a member as a Portal User from Portal Administration and send them a login permission email, from the Portal Administration section:

You will land on the Portal Users tab and be displayed with a list of member's currently with the Portal User role type.

1. Click Add Portal Users

2. Enter the member's name into the search field

3. Select the member's name from the dropdown list

4. Click Add Portal User

5. Select the member(s) you want to send login permission to using the checkbox(es) on the right

6. Click the Run an Action menu

7. Select Send Login Permission Email

8. Click Run Action

The chosen member(s) will be sent an email prompting them to set up a password and log in to your Service Provider Portal.

Login Permission Status

You can track who has access to your portal, who has been sent permission but not acted on it, and who has not been given access yet by checking the Login Permission Status of a member in Portal Users. Each status represents a different stage the member is at with their permission.

Active - The member has access to your portal and is using it

Activated - The member has set up a password but has not yet logged in

Pending - The member has been sent a login permission email but has not set up a password

New - The member is a Portal User but has not been sent a login permission email

Incomplete - The member is a portal user but doesn't have an email address in WhosOnLocation so cannot be sent a login permission email

You can remove login permission, and the Portal User role type, by clicking Remove next to their name in the Portal Users tab.

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Data Access Permissions

This section is used to manage what the members who have access to your portal can see and edit. Most options have three settings to choose from, Edit Rights, Read Only, and Hide. You can also set some options to Required, meaning when an organization is edited or a member added, they have to enter this information.

Edit Rights - The members can add or edit this information

Read Only - The members can see this information but not edit it themselves

Hide - This information is hidden from your members

Data Access Permissions is broken down into four sections to make managing the options simple and logical: Profile Information, Categories & Groups, Insurances, and Members.

Profile Information

The contact information for the member's organization. You can select the information to which members can make changes to keep the details up-to-date.

They will not be able to change the status of the organization, the Legal ID, or the Organization Owner, any other details of an organization's Profile Information can be set up for a member to edit. Any information with the Required box selected will have to be entered in order to save any changes made in this section by the member, this will be signified to them by a red asterisk.

Options to make editable by members are:

Service Provider Type – The legal entity type that this organization is registered as

Organization Name – The legal name of the organization

Trading As – The trading name of the organization if different from the legal name. If the trading and legal names are the same the trading name will be automatically added.

Phone Number – The contact phone number for the organization

Email Address – The main contact email of the organization

Physical Address – The main physical address at which the organization is located

Country – The country the organization is from


Categories & Groups

The categories and groups an organization belongs to in WhosOnLocation. These are options set up in Service Provider Manager to group together similar organizations. You can give the members the ability to add their organization to the groups set up in your account, they will not be able to change the groups themselves.

You can manage the edit rights for each individual group meaning that if you have particular groups used for induction or qualification grouping, you can make them read only or hidden leaving the rest available to use. You can't make any groups required so if you want organizations to belong to certain groups you will need to stop these from being edited.


For more information about Categories & Groups have a look at Category and Group Settings.


Giving the members the ability to manage their organization's insurances. This is a simple yes or no whether you want members to be able to manage all insurance policies for their organizations. This makes it easier and faster to keep insurance records up-to-date; instead of sending their updated insurance through to you, they can simply upload the details via the portal.

Expiry notifications will still be sent, as per your settings, to remind the members to update their insurance information. If you enable insurance managing for Service Provider Portal, you may want to add extra instructions for uploading this information themselves rather than sending it to you.



The information about service provider members that portal users can manage. This is mostly contact information about the members but you can also include account status, photos, and contact role types.

Any information with the Required box selected will have to be entered in order to save any changes made in this section by the member, this will be signified to them by a red asterisk.

Options to make editable by members are:

Full Name – The member’s name. You must have a first and last name to add a member

Job Title – The member’s title in their organization

Primary Email Address – This is used for contact, sending notifications, invitations, and inductions to the member

Other Email Address – Can be used to send an induction or for contact records

Mobile Number – This is used for contact, sending notifications, invitations, and inductions to the member

Phone Number – For your contact records

Extension Number – In case an extension is needed to reach the member at their phone number

ICE Number – The number of the member’s emergency contact

Status of Account – The status of the member in WhosOnLocation, chosen between Pending, Active, Inactive, and On-Hold. You may want the portal user to be able to activate their members when they are coming on-site

Photo - A photo of the member for identification purposes

Contact Role Types - Choose the contact role types for the member in this organization

Please Note: If Contact Role Types is enabled, the portal user will not be able to change the available options for contact role types, only assign them to members. When enabled, they will have access to all contact role types you have enabled in your account.


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Terms of Use

Design your custom Terms of Use that must be agreed upon by any portal user before they can access your Service Provider Portal. We have included default terms in your account which cover basic security and privacy requirements. However, if your company requires specific items covered in your terms of use, you can customize these to fit in with your organization's requirements.

To edit the Terms of Use, click the Edit button at the top of the page, this will display editing tools and allow you to make changes. When you're done, click Save at the bottom of the page to save the changes. There are placeholders available to insert into your terms by copying and pasting, these will automatically generate specific details based on your and the member's information.

You can view a log of the changes to see who made what changes and when by clicking on the Logs button. From here you can also see previous versions of the Terms of Use by clicking View in the previous version's record.

To revert back to the default terms provided for you, click Apply Default Terms.


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With these settings configured, your Service Provider Portal will be all set up and ready for your service providers to use.

Keep an eye out for future updates as we release new Service Provider Portal features throughout the coming months.

Have more questions? Submit a request