Add a token to an employee profile

Learn how to add tokens to employee profiles. You need the Identity Manager and/or Administrator user role to access these settings. 

Adding tokens to employees means they can scan a unique barcode, QR code, or RFID at the Kiosk to sign in/out quickly, accurately, and often without any contact.

Tokens can be added to employees by an:

  • Administrator through their profile or CSV import
  • Identity Manager through the Identity Management section

Add tokens in your employee settings 

Add a token for one employee

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Find the employee using the filters and/or keyword search, then click View next to their name.
  4. Select Employee Tokens from the left-hand menu.
  5. Click Add Token.

    Employee-Add-Token.png
  6. Select the Token ID Type.
  7. Enter the token ID number or use one of the shortcut entries:

    System ID
    – The employee’s unique identifying number in WhosOnLocation. This will always be unique for every employee.

    Employee ID – The employee ID entered in their profile information.
  8. (Optional) Set the Issued and Expires dates.
    If a token is expired, the employee cannot use it to scan in but can still sign in manually.
  9. Click Save.

    Token-Details.png

Add tokens for multiple employees

These are instructions for updating existing employees and adding tokens in bulk. Click here if you want instructions on adding new employees with tokens.

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Click Export Employees.

    Employees-Export.png
  4. Click Export All, then click Close. A CSV file will download to your computer.
  5. Open the file, then complete the Token Type, Number, Issue, and Expiry details. Token types must match the types set up in your account and token numbers must be unique.

    Make sure your date is formatted to display four digits for the year, for example DD/MM/YEAR or MM/DD/YEAR.

    2020-05-04_11-42-15.png
  6. Save as a CSV UTF-8 file type.
  7. In WhosOnLocation, click Update Employees.
  8. Click Import List from a CSV File.
  9. Click Select CSV File, choose the CSV file, and click Open.
  10. Click Update CSV File.
  11. Check the import summary, then click Submit for Validation.

    Token-Details-CSV-Import.png
  12. Click Confirm, then click Close

Add tokens in Identity Management 

  1. Go to Tools > Identity Manager.
  2. Select Token Holders from the left-hand menu.
  3. Click Assign Token.

    Assign-Token.png
  4. Set Person Type to Employee.
  5. Search for and select the employee’s name.
  6. Select the Token ID Type.
  7. Enter the Token ID Number or use one of the shortcut entries:

    System ID
    – The employee’s unique identifying number in WhosOnLocation. This will always be unique for every employee.

    Employee ID
    – The employee ID entered in their profile information.
  8. (Optional) Set the Issued and Expires. If a token is expired, the employee cannot use it to scan in but can still sign in manually.
  9. Click Assign.

    Identity-Management-Assign.png
Was this article helpful?
1 out of 1 found this helpful
Have more questions? Submit a request