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. 

Assign a user role

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, for example, an Administrator can be a Global Administrator or a Limited Administrator.

An Administrator can only assign user roles to areas that they have access to. If you have limited access you can only grant access to limited areas.

To see all of the available user roles, the Account Owner must enable the relevant add-ons first. 

To assign a user role:

  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.
  6. Select the check box next to the person's name.
  7. Select Send Login Permission Email from the Run Action menu.
  8. Click Run Action.

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The status will then turn to Pending. Once the user logs in, the user's status will turn to Active.

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 first.

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.

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.

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.
Service Provider Administrators, Managers, and Coordinators can assign qualifications to service providers 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, service providers, 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.

Service Provider Manager

Provides access rights to manage the Service Provider add-on around contractor and supplier management. There are three roles:

  • Administrator – manage any service provider organization or member and make them active, plus they can manage service provider settings.
  • Manager – manage any service provider organization or member and make them active.
  • Coordinator – can only manage service provider members that are part of the same internal user access group as the Coordinator.

For more information, check the granting service provider manager user role rights article.

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 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 assigning a user WolPass Manager rights article.

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