Manage and assign employee role types

Learn how to manage your list of employee role types and how to assign them to your employees. You must have the Administrator user role to access these settings.

How it works

Employee role types are used to group employees by categories and to configure features like triggers, notifications, and inductions. You can add, edit, and remove most role types. 

Employee role types are different from user roles. User roles allow access to different areas of WhosOnLocation; employee role types are a way to categorize your employees.

Some employee role types are included in WhosOnLocation by default as they are used with specific features. You cannot remove these role types. These roles include: 

  • Non-host – this role is assigned to an employee who can't host visitors. When a visitor arrives on-site, they usually select a host for their visit from a list of employees. This role type removes an employee from appearing on that list.
  • Panic alarm responder – employees with this role type receive a notification when a panic alarm is triggered. You can have as many recipients as required with this role.
  • Safety operator – contractors and employees can select their safety operator while signing in. The people that appear on this list have the role type of safety operator. You can also include the details of a safety operator in trigger messages using placeholders.

Manage your employee role type list

You can add new role types, add existing role types from the list to your location, edit or remove existing role types, and view how many employees have this role type.

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Select the Employee Role Types tab. 


Add a new role type

To add a new role type, click Add Role Type, enter the name of the role type, and click Save


Add a role type to your location

To add an existing role type to your location, click Add to this Location next to the role type.


Edit or remove a role type

To edit an existing role type, click View next to the role type, change the name, and click Save.

To remove a role type from your location but leave it in the account list, click Remove from Location. To delete it, click Remove from Account.

You cannot remove a role type with one or more employees assigned to it. You will need to remove the role type from the employees' account first.


View employees assigned a role

The list of employee role types has columns that show the number of employees with a role type either in your current location or in any other location in your account.

View a list of employees in your current locations with a particular role type by clicking on the link in the column next to the role type. There's no link to view employees in other locations.


Assign the employee role types

There are three ways to assign an employee a role type in WhosOnLocation: individually, in bulk through the run action menu, and by CSV Import.

Assign to a single employee

Updating an employee's role type individually means that you can only update one employee. Use this method if you have one or only a few employees that need updating.

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Click View next to the employee's name. Use the filters at the top of your screen to narrow down the list of employees displayed.
  4. Select the Employee Role Type.
  5. Click Save & Close.


Repeat this for as many employees as required.

Assign to multiple employees using run action

You can update multiple employees' roles using the Run Action menu in the employee list. This will change the role types in the selected employees' profiles to those selected during the Run Action.

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Select your employees using the checkboxes on the right of their names. Using the #Records drop-down to view all employees on one page.
  4. At the bottom of the page, click the Run an Action menu.
  5. Select Change Role Type.
  6. Choose the Role Types.
  7. Click Run Action.


The employee role types will be changed for all selected employees.

Assign to multiple employees using CSV Import

You can update multiple employees at once using a CSV import to update employees. Use this method if you have many employees to change, or if you want to make multiple changes to each employee, or you want to use spreadsheet filtering to find your employees.

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Click Update Employees.
  4. Click Export your Employee List.
  5. Save the CSV file to your computer.
  6. Open the CSV file and add Employee Role Types into the Role Type columns. You can add more Employee Role Types by creating more columns with the header Role Type.

  7. Save the file. For best results, use the CSV UTF-8 file type.
  8. In WhosOnLocation, select Import List from a CSV file.
  9. Click Select CSV File, then select the file from your computer and click Open.
  10. Click Upload CSV File.

  11. Select System ID as the Unique Identifier, then click Submit for Validation. 

  12. Click Confirm, then click Close.

Your employee profiles will include any changes made in the CSV file, including any employee role types.