Employee user roles explained

Learn about the types of WhosOnLocation user roles that can be assigned. You need the Administrator user role to access these settings. 

How it works

There is a wide range of functions and features available with your WhosOnLocation account. Some features are only accessible by users with a specific user role. These roles determine what a user can and cannot do in WhosOnLocation.

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, types, add assets, and issue assets into and out of all locations across the account.
  • Manager – create asset groups, 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.

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, 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.

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 WhosOnLocation.

For more information, check the enabling the Identity Management add-on and user roles article.

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, edit, and delete 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.

Qualifications Manager

Provides access rights to the Qualifications Manager add-on which are collectively referred to as qualifications. Qualifications include licenses, certificates, courses, and qualifications.

Administrators can then assign qualifications to employees in those locations assigned to them.
Contractor Administrators, Managers, and Coordinators can assign qualifications to contractors they administer.

For more information, check the qualifications management overview 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.

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.

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.

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.

WolPass Manager

Provides access rights to set up and configure the WolPass 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 WolPass Manager rights article.