How it works
There is a wide range of functions and features available with your OnLocation account. Some features are only accessible to users with a specific user role. These roles determine what a user can and cannot do in OnLocation.
Not all users require a user role. For basic functionality, an Administrator can simply invite an employee to log in and they will only be able to access the employee functions such as pre-registering guests and managing their profile. You can assign them a user role later if you need to.
Learn how to assign a user role to an employee.
User role types
Account Owner
Every account has a single Account Owner. They can access the account settings and manage add-ons. The Account Owner also has the same access as a Global Administrator.
Administrator
This role manages the location settings and employees. They also can manage and grant user roles, location details, and visitor policy rules. There are two roles:
- Global – manage all locations in the account.
- Limited – manage only those locations assigned to them.
Asset Manager
Provides access rights to the Asset Manager add-on. They can set up assets inventory and issue assets to guests, contractors, or employees. There are three roles:
- Global – create asset groups, and types, add assets, and issue assets into and out of all locations across the account.
- Manager – create asset groups, and types, add assets, and issue assets into and out of the locations assigned to them.
- Issuer – can issue assets out and receipt them back in, but only for the assets linked to the locations assigned to them.
For more information, check the granting asset manager user role rights article.
Certifications Manager
Provides access rights to the Certifications Management add-on. Certifications can include any type of record that's relevant to your organization, including licenses, certificates, courses, and qualifications.
There are two permission levels:
- Global users can add, update, and remove any certification. They can verify certifications if this role is selected in a specific certification and view all certifications in the certifications report.
- Limited users can access certifications for a specific location or certification type. They can add, update, and remove any certification that meets these criteria and view these certifications in the reporting. They can also verify certifications if this role is selected in a specific certification.
For more information, check the certifications management overview article.
Contractor Manager
Provides access rights to manage the contractor add-on around contractor and supplier management. There are three roles:
- Administrator – manage any contractor organization or member and make them active, plus they can manage contractor settings.
- Manager – manage any contractor organization or member and make them active.
- Coordinator – can only manage contractor members that are part of the same internal user access group as the Coordinator.
For more information, check the granting Contractor Manager user role rights article.
Global Questions Manager
Manage the custom questionnaires across your locations. Employees with this role can create global questionnaires, choose the sign in/out modes, and then select which locations or location groups the questionnaire is activated for. They can also clone questionnaires created by location Administrators and activate them across locations.
For more information, check the Assign the Global Questions Manager user role article.
Identity Manager
Provides access rights to the Identity Manager add-on. The Identity Manager can setup tokens (Barcode, RFID, Photo ID, and more) 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. There are two roles:
- Global – manage identity settings for all locations in your account.
- Limited – manage identity settings only for those locations assigned to them.
For more information, check the enabling the Identity Management add-on and user roles article.
IT Support
Provides access rights to security, employee management, and Integration functions. These functions allow IT personnel to set the password strength and password change policies, and access advanced options for maintaining employee access like AD, SSO, SAML.
Induction Manager
Access rights to the Induction Management add-on. There are three roles:
- Global Induction Manager – create, edit, and delete courses for any location, and access induction settings and reporting.
- Limited Induction Manager – create and edit courses for specified locations only, and access induction settings and reporting.
- Invite Only – invite users in specified locations to take induction courses. Cannot make changes to induction courses, or access induction settings or reporting.
For more information, check the granting induction management user role rights article.
Location Print Manager
Provides the ability to manage ID card print requests for an organization. When a print request is made and sent to a location, the user with this role receives an email and in-app message. They can then print the cards, send them to the provided address, and update the progress in OnLocation.
For more information, check the enabling the Identity Management add-on and user roles article.
OnPass Manager
Provides access rights to set up and configure the OnPass add-on. There are two roles:
- Global – manage all locations in the account.
- Limited – manage only those locations assigned to them.
For more information, check the assigning a user OnPass Manager rights article.
Reports Manager
Provides access rights to the reporting functionality. There are two roles:
- Global – access reports for all locations in your account.
- Limited – access reports for only those locations assigned to them.
Sign In/Out Manager
Give the user access rights to manage visitors, contractors, and employees. There are two roles:
- Global – manage people for all locations in your account.
- Limited – manage people only for those locations assigned to them.
Triggers Manager
Gives access rights to manage the Triggers add-on. There are two roles:
- Global – manage triggers for all locations in the account.
- Limited – manage triggers only for those locations assigned to them.
For more information, check the enabling trigger add-on and assigning user role article.
Visit Request Authorizer
Access rights to manage visitor requests. There are two roles:
- Global – manage visit requests for all locations in your account.
- Limited – manage visit requests only for those locations assigned to them.