Manage and assign employee role types

Learn how to manage your employee role types and assign them to your employees. You must have the Administrator user role assigned to access this feature.

Employee Role Types are roles that you can assign to employees in your organization which denote different aspects of their jobs or roles in WhosOnLocation. They are mostly used to group your employees into different categories for reasons such as triggers, inductions, and notifications.

This is a mostly customizable list with some roles that are mandatory to be included in the system as they interact with different parts of WhosOnLocation. This doesn't mean that you have to assign the roles to your employees, just that they cannot be removed. These roles are Safety Operator, Panic Alarm Responder, and Non-Host.

Employee Role Types are different from user roles. User roles allow access to different areas of WhosOnLocation, employee role types are ways to categorize your employees.

This article covers:

Manage your employee role type list

You can customize the list of Employee Role Types that are active in your location. This keeps records from being duplicated making reporting better and means that only relevant role types are available for your organization.

  1. Go to Locations, then select the location from the drop-down list.

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  2. Select Employees.
  3. Select the Employee Role Types tab. From this screen you can view and manage the employee role types.

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You can add new role types, you can add existing role types from the account list to your location, you can edit or remove existing role types, and you can view how many employees currently have this role type and be taken to a view of them.

You can filter roles by those added to your location and all set up in the account.

Add a new role type

To add a new role type, click the Add Role Type button, enter the name of the role type, and click Save. The role will be automatically added to your location.

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

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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 remove a role type completely, click Remove from Account.

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

View employees

The list of Employee Role Types has columns for Employees in this location and Employees in other locations, these show the number of employees that have this role type either in your current location or in any other location in your account.

You can quickly view a list of employees in your current locations with a particular role type by clicking on the blue hyperlink in the column next to the role type. There's no quick link to view employees in other locations as these may be spread across any number of locations and access to those locations may not be available to everyone.

System default employee role types

Some role types are activated in WhosOnLocation by default as they are linked through the system to other areas of the application. You cannot remove these role types because of this.

Non-Host

Non-Host is a role type that you can assign an employee that you do not want to host visitors. When a visitor arrives on-site, they will usually have to select a host for their visit from a list of employees. This role type removes an employee from appearing on that list and therefore hosting visitors.

Panic Alarm Responder

Employees with this role type will receive a notification when a Panic Alarm is triggered and the option is enabled. We have added this as a role type so that you can have as many recipients as required set up as Panic Alarm Responders as required. It also cannot be removed as it is essential to the safety of your people that responders are not removed.

Safety Operator

There is an option on sign in for contractors and employees that they can select their Safety Operator. The people that appear on this list are employees and contractors with the role type of Safety Operator. You can also include the details of a safety operator in trigger messages using placeholders.

Assign the employee role types

There are three ways to assign an employee a role type in WhosOnLocation. Individually, through Run Action, and through CSV Import.

Assign to a single employee

Updating an employee's role type individually means that you can only update one employee, you would 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.

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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.

    Employee-Role-Type-Bulk.png

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. You would use this method if you have a very large number of employees to change, you want to make multiple changes to records, 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.

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  7. Save the file. For best results, save the file as 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.

    Employee-Role-Type-Import.png
  11. Select System ID as the Unique Identifier, then click Submit for Validation. 

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  12. Click Confirm, then click Close.

Your employees will be updated with any changes made to the CSV file including any employee role types.

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