Adding tokens to Service Providers

How to add tokens to Service Provider profiles. User role required to add tokens: Identity Manager and/or Service Provider Manager.

Adding tokens to Service Providers 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 Service Providers by a:

  1. Service Provider Manager through their profile or CSV import
  2. Identity Manager through the Identity Management section.
  3. Service Provider self-registering at the Kiosk.

Through the profile

  1. Go to Tools > Service Provider Manager.
  2. Select Members from the left-hand menu.
  3. Find the Service Provider using the filters and/or Keyword Search.
  4. Click View next to their name.

    2020-05-04_12-27-01.png
  5. Select Member Tokens from the left-hand menu.
  6. Click Add Token.

    2020-05-04_13-42-39.png
  7. Select the Token ID Type.
  8. Enter the Token ID Number or use the shortcut entry:
    System ID – The Service Provider’s unique identifying number in WhosOnLocation. This will always be unique for every Service Provider.
  9. (Optional) Set the Issued and Expires dates.
    Please Note: If a token is expired, the Service Provider cannot use it to scan in but can still sign in manually.
    2020-05-04_13-43-47.png
  10. Click Save.

Through CSV import

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

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

    2020-05-04_12-27-01.png
  4. Click Export All.

    This will download a CSV file of Service Provider members.
  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_13-46-45.png
  7. Save as a CSV UTF-8 file type.
  8. In WhosOnLocation, click Update Members.

    2020-05-04_12-27-01.png
  9. Click Select CSV File.
  10. Open the saved file.
  11. Click Next.
  12. Set Unique Identifier to “WOL ID”.

    2020-05-04_13-48-44.png
  13. Click Next.

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 Service Provider.
  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 Service Provider’s unique identifying number in WhosOnLocation. This will always be unique for every Service Provider.
  8. (Optional) Set the Issued and Expires dates.
    Please Note: If a token is expired, the member cannot use it to scan in but can still sign in manually.
    2020-05-04_13-53-25.png
  9. Click Assign.

Service Provider self-register

If you turn on Service Provider self-register, when a Service Provider 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 Service Providers to set up tokens which are not issued by your organization, e.g. driver’s licenses.

Setting up

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Questionnaire Manager from the left-hand menu.
  4. Select the Basic Questions Service Providers.
  5. Select the Token Options sub-tab.
  6. Set Token Self Register to Allow Service Providers to Self Register.

    2020-05-04_13-55-42.png
  7. Click Save.

This ability will now be available to Service Providers on sign in.

How to self-register a token

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

  1. Tap Sign In.
  2. Select Service Provider (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 singing in and out via scanning. There are three options to select:

    Yes – proceed to 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
    Please Note: 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 Service Provider can sign in/out by scanning their newly registered token.

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