Adding tokens to Employees

How to add tokens to employee profiles. User role required to add tokens: Identity Manager and/or Administrator.

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:

  1. Administrator through their profile or CSV import.
  2. Identity Manager through the Identity Management section.

Through the profile

  1. Go to Tools > Locations.
  2. Click View next to their location.
  3. Select Employees from the left-hand menu.
  4. Find the employee using the filters and/or Keyword Search.
  5. Click View next to their name.

    2020-05-04_11-30-14.png
  6. Select Employee Tokens from the left-hand menu.
  7. Click Add Token.

    2020-05-04_11-31-46.png
  8. Select the Token ID Type.
  9. 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.
  10. (Optional) Set the Issued and Expires.
    Please Note: If a token is expired, the employee cannot use it to scan in but can still sign in manually.
    2020-05-04_11-33-11.png
  11. Click Save.

Through CSV import

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 Tools > Locations.
  2. Click View next to their location.
  3. Select Employees from the left-hand menu.
  4. Click Export Employees.

    2020-05-04_11-33-11.png
    This will download a CSV file of employees.
  5. Open the file.
  6. Enter the Token Type, Number, Issue, and Expiry
    Please Note: Token Types must match the types set up in your account and Token Numbers must be unique.
    2020-05-04_11-42-15.png
  7. Save as a CSV UTF-8 file type.
  8. In WhosOnLocation, click Update Employees.

    2020-05-04_11-30-14.png
  9. Click Update your Employee List from a CSV File.
  10. Click Select CSV File.
  11. Open the saved file.
  12. Click Update Employees.

Through Identity Management

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

    2020-05-04_11-52-17.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.
    Please Note: If a token is expired, the employee cannot use it to scan in but can still sign in manually.
    2020-05-04_11-53-40.png
  9. Click Assign.
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