Add tokens to contractor member profiles

Add tokens to contractor profiles. You need the Identity Manager and Contractor Manager user roles to assign tokens.

Adding tokens to contractors allows them to 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 contractors by a:

  • Contractor Manager through the member profile or by CSV import
  • Identity Manager through the Identity Management section
  • Contractor self-registering at the kiosk

Add manually

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Find the contractor using the filters and/or Keyword Search.
  4. Click View next to their name.
  5. Select Tokens from the left-hand menu.
  6. Click Add Token.

    Member-Token.png
  7. Select the Token ID Type.
  8. Enter the Token ID Number or use the shortcut entry System ID – The contractor's unique identifying number in WhosOnLocation. This will always be unique for every contractor.
  9. (Optional) Set the Issued and Expires dates. If a token is expired, the contractor cannot use it to scan in but can still sign in manually.

    Member-Tokens.png

  10. Click Save.

Add to multiple members by CSV import

These are instructions for updating existing contractors and adding tokens in bulk:

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Click Export Members.

    Members-Export.png
  4. Click Export All to download a CSV file of all contractor members, then click Close.
  5. Open the file.
  6. Enter the Token Type, Number, Issue, and Expiry.
    Token Types must match the types set up in your account and Token Numbers must be unique.
    2020-05-04_13-46-45.png
  7. Save as a CSV UTF-8 file type.
  8. In WhosOnLocation, click Update Members.

    Members-Update.png
  9. Click Import List from a CSV File.
  10. Click Select CSV File, select the saved file from your computer and click Open.
  11. Click Upload CSV File.

    Members-Upload-List.png
  12. Set the Unique Identifier to System ID, then click Submit for Validation.

    Members-Upload-validation.png
  13. Click Confirm & Submit, then click Close

Add using the Identity Manager

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

    Assign-Token.png
  4. Select Contractor as the person type.
  5. Search for and select the member’s name.
  6. Select the Token ID Type.
  7. Enter the Token ID Number or use the System ID shortcut – The contractor's unique identifying number in WhosOnLocation. This will always be unique for every contractor.
  8. (Optional) Set the Issued and Expires dates.
    If a token is expired, the member cannot use it to scan in but can still sign in manually.
  9. Click Assign.

    Token-Assign-Member.png

Contractor self-register

If you turn on contractor self-register, when a contractor signs in on the kiosk and doesn’t have a token assigned, they will be asked if they want to register a token themselves. This is a useful way for contractors to set up tokens that are not issued by your organization, e.g. driver’s licenses.

Set up self-register

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Questionnaire Manager.
  3. Select the Contractors tab.
  4. Select the Token Options sub-tab.
  5. Set Token Self Register to Allow Contractors to Self Register.
  6. Click Save.

    Token-Options.png

This ability will now be available to contractors on sign in.

Self-register a token

With this setting enabled, when a contractor signs in on your kiosk, they will go through this workflow to self-register a token:

  1. Tap Sign In.
  2. Select Contractor (or your branding equivalent).
  3. Enter name.
  4. Answer any basic questions you have set up.
  5. Select whether they want to record an ID or token to enable signing in and out via scanning. There are three options to select:

    Yes – proceed to the next steps.

    Not this visit – they will be asked again next time.

    Never – they will not record a token or be asked again.

    2020-05-04_13-59-35.png
  6. Select the ID/Token Type.

    2020-05-04_13-59-45.png
  7. Scan the barcode, QR code, or RFID, or manually enter the corresponding number.

    2020-05-04_13-59-56.png
    It’s not possible to record the issue or expiry date using this method.
  8. Tap Continue.
  9. Finish the sign in process.

Next time the contractor can sign in/out by scanning their newly registered token.

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