Data Access Permissions

How to manage what information your service providers can access in your Service Provider Portal. You must have the Service Provider Manager user role to access the Portal Administration section.

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 sections to make managing the options simple and logical:

Profile Information

Categories & Groups

Insurances

Contracts

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

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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.

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

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Insurances

Giving the portal users the ability to manage their organization's insurances. This is a simple yes or no whether you want users 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.

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For more information on setting up Insurances, have a look at Introduction: Insurances Management.

For information on how Service Provider Portal Users manage insurances, have a look at Managing Insurances.

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Contracts

Giving the portal users the ability to manage the contracts between their organization and yours. This is a simple yes or no whether you want users to be able to manage all contracts for their organizations. This makes it easier and faster to keep contracts up-to-date; they can confirm the details of any contracts set up in WhosOnLocation and update any details which may change.

Expiry notifications will still be sent, as per your settings, to remind the members that contracts are expiring. If you enable contract managing for Service Provider Portal, you may want to add extra instructions for how to manage these in accordance with your internal policies.

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For more information on setting up Contracts, have a look at Introduction: Contracts Management.

For information on how Service Provider Portal Users manage contracts, have a look at Managing Contracts.

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Members

The information about service provider members that portal users can manage. This includes contact information about the members, account status, photos, contact role types, inductions, and qualifications.

Information is managed under four sub-tabs: Profile, Contact Role Types, Inductions, and Qualifications.

Profile

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

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For more information on Service Provider Member settings in WhosOnLocation, have a look at Service Provider Members.

Contact Role Types

Choose whether or not Portal Users are able to edit or read the contact role types assigned to their organization's members.

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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Inductions

Giving the portal users the ability to manage the induction courses for the members of their organization.

There are several options for the level of access you want to allow:

Add

A portal user will be able to manually set dates that induction courses were passed for their members.  Expiry notifications will still be sent, as per your settings, to remind the members that their online inductions are expiring. If you enable induction managing for Service Provider Portal, you may want to add extra instructions for sending invites or uploading information.

Read

A portal user will have the ability to view what inductions members have been invited to, and or passed along with the relevant dates on which these were completed. 

Delete

A portal user will have the ability to remove inductions associated to a members account. 

Invite

A portal user will be able to send their members invites to take online induction courses.

Upload Documents

Users will also be able to upload supporting documents for any internal/external inductions.

For more information on managing inductions in WhosOnLocation, have a look at Introduction: Induction Management.

Qualifications

Giving the portal users the ability to manage the qualifications their organization's members have. This is a simple yes or no whether you want users to be able to manage all qualifications for their organizations.

This makes it easier and faster to keep qualification records up-to-date; instead of sending information through to you, they can upload the details and supporting documents of any qualifications their members obtain directly into the portal.

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

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For more information on managing qualifications in WhosOnLocation, have a look at Introduction: Qualifications Management.

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For information on how Service Provider Portal Users manage members, have a look at the inductions section in Adding People.

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