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About User Roles

In this article we explain what roles and permissions can be granted. You must be an Administrator to access the User Role section.

There is a wide range of functions and features available with your WhosOnLocation account. Some of these functions and features are only accessible by users assigned with correct permissions. User roles determine what a user can and cannot do in WhosOnLocation.

All any user requires to log in is an email address in WhosOnLocation and a login permission email sent to them from an Administrator. Have a look at this article for How to Grant Employee Access.

Note: Are you an Administrator and can't see some of the user roles within your account? Your Account Owner must activate the Add-ons for them to appear.

How To Assign User Roles?

Any Administrator can assign an employee user roles relevant to their location including making them an Administrator. Most user roles have different levels of access built into that role, e.g. an Administrator can be a Global Administrator or a Limited Administrator.

Please have a look below at the different levels of access for each user role or, for more details, look at the relevant Helpdesk article for that user role.

To assign a user role, log into WhosOnLocation as an Administrator, then:

1. Go to Tools > User Roles

2. Find the relevant employee using the search fields

3. Click Manage Roles next to the employee

4. Select the User Roles you want to assign (and the level of access if relevant)

5. Click Assign Roles

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The next time that employee signs in they will have access to that area of WhosOnLocation. If the employee does not yet have access you will need to send them a Login Permission Email.

Please Note: As an Administrator, you can only assign user roles to areas which you have access to. If you have limited access you can only grant access to limited areas.

What User Roles are there?

These are defined below:

Account Owner

Every account has a single Account Owner. They can access the major account settings area and manage the availability of Add-on features within the account. The Account Owner also has the same access as a Global Administrator

Administrator

Access rights to manage the general location settings and manage employees, these can be accessed from Tools > Locations. Plus the ability to manage and grant all user roles, location details, and visitor policy rules. There are two roles -

  • Global means they can manage all locations in the account.
  • Limited means they can manage only those locations assigned to them.

Asset Manager

Access rights to the Asset Manager Add-on and can set up assets inventory and issue assets to guests, contractors, or employees. There are three roles -

  • Global means they can create Asset Groups, Types, add assets, and issue assets into and out of all locations across the account.
  • Manager means they can create Asset Groups, Types, add assets, and issue assets into and out of the locations assigned to them.
  • Issuer means they can issue assets out and receipt them back in, but only for the assets linked to the locations assigned to them.

For more details have a look at the Granting Asset Manager User Role Rights Helpdesk article.

Identity Manager

Access rights to the Identity Manager Add-on. The Identity Manager can Setup Tokens (Barcode, RFID, Photo ID etc.) and export token records. An administrator with the Identity Manager user role can also issue and manage Tokens, and their unique identifiers, against employee profiles.

Induction Manager

Access rights to the Induction Management Add-on. There are two roles -

  • Global means they can create and manage all courses in the account.
  • Limited Invite means they can invite participants to WOL E-Learning courses who have access to those locations assigned to them

For more details have a look at the Granting Induction Management User Role Rights Helpdesk article.

IT Administrator

Access rights to the Security, Employee Management, and Integration functions under Tools > Account. These functions allow IT personnel to set the Password Strength and Password change policies, as well as access advanced options for maintaining employee access like AD, SSO, SAML.

Sign In/Out Manager

Access rights to a nominated site for the purpose of managing visitors, service providers and, if required, employee attendance. There are two roles -

  • Global means they can manage people for all locations in your account.
  • Limited means they can manage people only for those locations assigned to them.

Qualifications Manager

Access rights to the Qualifications Manager Add-on (e.g licenses, certificates, courses and qualifications) which are collectively referred to as ‘Qualifications’.

Administrators can then assign qualifications to employees in those locations assigned to them.
Service Provider Administrators, Managers, and Coordinators can assign qualifications to Service Providers they administer.

Reports User

Access rights to the reporting functionality in the application.

Service Provider Manager

Access rights to manage the Service Provider Add-on around contractor and supplier management. There are three roles -

  • Administrator has the same rights as a Manager user role, plus this user can manage Service Provider Settings.
  • Manager means they can manage any Service Provider Organization or Member and make them Active.
  • Coordinator means they can only manage Service Provider Members that are part of the same Internal User Access Group as the Coordinator.

For more details have a look at the Granting Service Provider Manager User Role Rights Helpdesk article.

Triggers Manager

Access rights to manage the Add-on Triggers. There are two roles -

  • Global means they can manage triggers for all locations in the account.
  • Limited means they can manage triggers only for those locations assigned to them.

For more details have a look at the Enabling Trigger Add-On and Assigning User Role Helpdesk article.

WolPass Manager

Access rights to setup and configure the WolPass Add-on and template. There are two roles -

  • Global means they can manage all locations in the account.
  • Limited means they can manage only those locations assigned to them.

 

Employee -This is not an assigned role, however, all employees need to be given login permission before they are able to log in. They will then be able to access the basic employee functions such as pre-registering guests and managing their own profile. An administrator can send a Login Permission Email to an employee in a location assigned to them from the employee list.

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