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Introduction: Identity Management

Whether you need to account for employees and service providers in the event of an emergency or simply need to track attendance it all starts with knowing who is on-site and who is off-site.

Note: Identity Management is an add-on and must be activated by the account owner before use. To activate the add-on, go to Tools > Account > Add-on Management, click Yes for the add-on and click Save.

About Identity Management

WhosOnLocation makes it easy for organizations to manage the presence of Employees and Service Providers (Contractors) by providing a wide range of methods to allow them to tag on or off site.

Employees can tag themselves on or offsite using any of the following methods:

  1. By logging into their WhosOnLocation Account and tagging themselves on or off-site.
  2. By asking the Sign In/Out Manager (receptionist or security guard) to tag them on or off-site from the Sign In/Out Manager’s employee lookup tool.
  3. The employee can tag themselves on or off-site by using an employee in/out board.
  4. The employee can tag themselves on or off-site using WolMobile.
  5. Your WhosOnLocation account can be set to automatically tag all or some employees onto and out of the location at pre-set times each day. You can also exclude certain days where the auto sign in and out should not apply – like weekends.
  6. Employees can tag themselves on or off-site by scanning their barcoded or RFID enabled ID or Key Fob or Access Card – we refer to these as Tokens – at a visitor kiosk or at an employee in/out board.
  7. Organizations can share access control data with there WhosOnLocation account, allowing employees to simply scan their access card to open an entry or exit door and have that transaction change the employees’ location status in there account.

Identity Management is required to support options 6 and 7 respectively.

Service Providers (Contractors) can tag themselves on or offsite using any of the following methods:

  1. By asking the Sign In/Out Manager (receptionist or security guard) to tag them on or off-site from the Sign In/Out Manager’s service provider lookup tool.
  2. The service provider can tag themselves on or off-site using WolMobile, WOL’s mobile application.
  3. Your WhosOnLocation account can be set to automatically tag all or some service providers onto and out of the location at pre-set times each day. You can also exclude certain days where the auto sign in and out should not apply – like weekends.
  4. Service providers can tag themselves on or off-site by scanning their barcoded or RFID enabled ID or Key Fob or Access Card – we refer to these as tokens – at a visitor kiosk.

Identity Management is required to support option 4. 

What is a token and what kind can we use?

A token is a unique ID card, key FOB, access control card or other small hardware device with built-in authentication mechanisms. Tokens are unique to each employee and service provider.

You can use existing tokens already issued to your employees and service providers. For example:

  • The employee and/or service provider company issued Photo ID Card, Access Control Card, or key FOB or;
  • Any type of private token unique to that employee or service provider like a Membership Card, Drivers License etc…

What are barcodes and RFID tokens used for and which ones are supported?

Token holders can use their token to scan themselves into and out of a location. Simple, fast, unique, and reportable. Tokens can also be used as part of the Visitor Host Badge Pass Authorization process.

Tokens must either have a printed 1D Barcode or RFID where the RFID token can be read by a HID supported Windows RFID Reader.

Can our employees and service providers have multiple tokens recorded against their profile?

Yes. Token holders can use any token, on any given day and even different tokens on the same day.

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