Adding People (Members)

Learn how to add other people from your organization into the Service Provider Portal. You must have been invited by an organization to log into their portal.

Service Providers Member is a term used in WhosOnLocation to refer to a person in your organization that provides services to another organization, e.g. a delivery driver that delivers goods to a construction site. Typically they are members of your organization that are involved in providing goods or services as part of a contract.

The information about your employees that you can access is controlled by the business you are providing services for, and you will not necessarily be able to see all of this information or be able to edit everything you see depending on these settings.

Managing Service Provider Members

To manage the members of your organization, select Members from the left-hand menu. You can add, edit, and delete members of your organization from this section of the portal. And you can find specific members using the Global Search bar near the top of the page.

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The different sections of member profiles that may be available to you are:

Member Details

Contact Role Types

Qualifications

Inductions

To add a new member, click Add Member at the top of the page; to edit an existing member, click Edit next to their name; and to delete a member, click Remove next to their name then OK on the confirmation pop-up.

Member Details

When you are adding or editing a member, the first page you will land on is their details page. The details you can manage are the contact details for your members, a photo of them, and their current status.

Please Note: Any fields marked with a red asterisk are required information.

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. Typically, an organization may not allow you to change the status unless they have reviewed the member information in the portal. The different status presented are Pending, Active, Inactive, and On-Hold. The member must have an active status to be able to sign in at the business.

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To add a picture:

1. Hover over Add Picture

2. Select Upload new picture

3. Select the photo from your computer and click Open

4. Adjust the selection area to best fit the photo

5. Click Apply

Make sure you save any changes made to the details by clicking Save.

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Contact Role Types

Contact Role Types are the roles that the member performs in your organization; these could be their job description, administration roles, or any other option that is available to you. The Contact Role Type options are set up by the business you are contracting to and cannot be changed in this portal. They can be used to assign Induction Courses and Qualifications to your members in WhosOnLocation, as well as various other roles like Portal User, Safety Operator, Panic Alarm Responder, etc.

The Contact Role Type options are set up by the business you are contracting to and cannot be changed in this portal.

They can be used to assign Induction Courses and Qualifications to your members in WhosOnLocation, as well as various other roles which have uses in WhosOnLocation.

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A few key roles that may be available to you are:

Account Manager - The person in charge of maintaining your organization's contract

Panic Alarm Responder - This person will be notified if a panic alarm is triggered in the business you are contracting to

Safety Operator - This person can be selected as a Safety Operator on sign in for an employee or service provider and receive notifications to do with this

Portal User - A person authorized to use the Service Provider Portal. Being a Portal User does not necessarily mean that you have access to the portal, you need to be invited to use it before you will have access

Asset Owner - A person that has ownership over an asset that is registered in WhosOnLocation

Use of these role types are completely optional for WhosOnLocation accounts and may not be utilized by the business you are contracting to. If you're unsure about any options, and whether they are being used, you should first get in touch with your contact at the business.

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Qualifications

This is a section for entering a member’s relevant qualifications for their work. The list of qualifications that may be entered is set up by the business you are contracting to.

Some qualifications may be required by the business before your members are able to access their locations or do certain work. If you’re not sure what is required, we recommend contacting the business you contract to for this information.

To add a qualification, in the member’s profile:

1. Select the Qualifications tab

2. Click Add Qualification

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3. Select the Qualification Type from the drop-down menu

4. Select the Qualification from the drop-down menu

5. Enter a Qualification Reference Number

6. Enter the Valid from date

7. Enter the Valid to date

8. Click Save

The qualification details will be added to the member’s profile and you can now add a supporting document.

From the list of the member’s qualifications:

1. Click the documents button next to a qualification

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2. Click Add Document

3. Select a file from your computer and click Open

You can upload pdf, doc, docx, jpg, jpeg, png, or gif file types.

The file will be automatically uploaded to the Service Provider Portal and linked to the qualification.

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You can view uploaded documents from this page by clicking the View button next to a document.

You can delete a document by clicking the Remove button.

Click Return to go back to the member details.

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Inductions

This is a section where you can add internal or external inductions to a member’s profile or invite them to take online inductions.

All induction course options are set up by the business you are contracting to and may be required to get access to their locations. Induction courses which are not run by this business still need to be added as an option in the WhosOnLocation system before you can record this in the Service Provider Portal.

Expiry dates are set up when the induction course is added to WhosOnLocation and will be automatically entered when an induction course is passed or manually added.

There are three types of induction courses:

Internal - An induction course run by the business you are contracting to internally

External - An induction course run by a third-party or your organization, it is external to the business you are contracting to

Online - An induction course created by the business you are contracting to which is fully integrated with WhosOnLocation. These induction courses can be sat online using unique links sent to members via email or text.

All induction courses that are available to a member to add will be listed in the Inductions tab in their profile. You can manually add an induction course to the member’s profile or, for online induction courses, you can invite a member to take the course.

How To Invite a Member to Take an Online Induction

For online inductions, a member usually needs to be invited to take the course before it is added to their profile. When a member is sent an invite to the course, they receive a unique link which links to their profile. This will automatically update the induction record when the course is passed or failed including when it was attempted and, if passed, when it needs to be renewed.

You can invite a member to take an online induction via email or text message, all induction courses can be sat on either desktops or mobile devices.

To invite a member:

1. Click the Invite button next to the course

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2. Select either Email or Sms

A message will appear in the bottom-left of the window to let you know the invite was sent or if there was an error. An error may occur if the relevant information has not been added to the member’s details.

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3. Click Close

The course’s current status will change to Invite Sent and the version number will appear. If you’d like to cancel the invitation and make the link inactive, click Remove next to this record.

Please Note: An email will still be sent to the member when they are invited but their unique link will go to a page with an error.

You will be able to see when the member has attempted the course and whether or not they have passed from this section.

Manually Adding an Induction Course to a Member’s Profile

When a member passes an Internal or External induction course you will need to manually add this to their profile.

You can also manually add online induction courses. This is available if there was ever an error or similar circumstances that required a manual override rather than sending an invite. If an invite has been sent to a member you will no longer be able to manually add the induction course unless you remove the invite.

Please Note: Induction courses which are added manually will be recorded as such in the WhosOnLocation logs.

To manually add an induction course:

1. Click the Add button next to the course

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2. Select the date the induction course was passed

We recommend using the date picker as any dates added in the incorrect format will default to today’s date.

3. Click Add

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The induction course will be added, the current status will change to Passed, and you can now add a supporting document.

From the list of the member’s inductions:

1. Click the documents button next to the induction course

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2. Click Add Document

3. Select a file from your computer and click Open

You can upload pdf, doc, docx, jpg, jpeg, png, or gif file types.

The file will be automatically uploaded to the Service Provider Portal and linked to the induction course.

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You can view uploaded documents from this page by clicking the View button next to a document.

You can delete a document by clicking the Remove button.

Click Return to go back to the member details.

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To proceed with the learning more about adding Insurance Policy information, click the Next Article button below.

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