Add an employee

Manually add a new employee in WhosOnLocation. You must be an Administrator to access these settings.

There are several ways to add employees to your WhosOnLocation account, you can bulk import a list of employees from a CSV file, set up an Active Directory integration, or you can manually add a single employee. 

If you need to record information that is not included in the default employee fields, add custom fields to your account before adding a new employee.

Add an employee

The only required default field in an employee profile is the Full Name field. If you have added mandatory custom fields, you'll also need to complete these fields before saving the profile. 

To add an employee:

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Employees from the left-hand menu.
  4. Click Add Employees.
  5. Click Manually.
  6. Enter their full name and as much information as possible.

    To allow access to login to WhosOnLocation and receive email notifications you must enter an email address, and to receive SMS notifications you must enter a mobile number.

    Add-Employee-Manual.png
  7. (Optional) If you've added custom tabs to your employee profiles, click Next to complete the next set of fields.
  8. Click Save & Close to return to the employee list, or click Save & View Notification Options to set up visitor arrival notifications for the employee.
Departments, Employee Role Types, and Zones are all set up at the location level.

Set up visitor arrival notifications

In this section, you can manually add visitor arrival notifications for this employee when they are selected as a host.

You can add either Email or mobile notifications or both depending on your location settings.

To enable visitor arrival notifications, select Yes next to Send to Me under either section.

You can also add up to two other employees and one non-employee to receive a notification when this employee is selected as a host. This is very useful for assistants to keep informed of important visitors.

Add-Employee-Manual-Notifications.png

Add an employee photo

You can add a photo to an employee profile once an employee has been saved in WhosOnLocation. Photos can be a good way of recognizing an employee when viewing their profile by adding a face to the name.

To add a photo to an employee's profile, from the Employee List:

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Employees from the left-hand menu.
  4. Click View next to the employee.
  5. In the grey photo box, click to upload a photo.
  6. Click Select File on the pop-up screen.

    Upload-Photo.png
  7. Select the photo from your computer, then click Open.
  8. Click Save & Close to return to the employee list, or Save to stay in the employee profile.
Was this article helpful?
2 out of 4 found this helpful
Have more questions? Submit a request