Managing your Employee Database

In this article we outline the options of how you can manage your employee database. You must be an Administrator user to access/change the Employee list.

Employee Database Options

WhosOnLocation requires you to maintain a list of employees against each Location setup in your account. Employees can pre-register visitors, manage their own presence or attendance on site, and, if granted a User Role, run reports, manage visitor traffic (receptionists), or have access to Administrator functions.

We currently offer two ways to maintain your user database:

  1. Manual User Management (the default)
  2. Active Directory Syncing

Manual User Management

Manual is the default with every new account. Administrators can add, edit, and remove employees from the account database manually. To learn how Administrators can manually manage employees, have a look at one of these Helpdesk articles:

Adding Employees Manually

Adding Employees via Import

Updating Employees

There is no 'setting’ that turns the manual option on – all accounts are manual by default until the Active Directory option is activated and setup.

Active Directory

Our Active Directory script allows your employee database to be maintained automatically. Your unique script will export selected users from your Active Directory to your WhosOnLocation account using LDAP via the Microsoft csvde.exe utility in CSV text format and securely uploads it to our server. The script is written in the powershell language and is fully auditable by the customer and will work seamlessly with a web proxy if you use one.

To learn more about Active Directory, please have a look at our Helpdesk article WhosOnLocation + Active Directory.

Please Note: You must be the Account Owner or have the IT Support user role assigned to set up an Active Directory Sync.

The Unique User Email Rule

WhosOnLocation will only allow an email address to be registered once. Employees sharing an email address is not permitted. This application logic forms a key part of the application security. Every Employee must have a unique email address.

The Employee to Location Rule

Every Employee is loaded against the location they normally work from. If an employee visits multiple locations and hosts visitors at multiple locations you do not add the employee to multiple locations. You simply create his/her profile in their primary location and make them a Global Roamer.

To learn more about Global Roaming, please have a look at our Helpdesk article Global Roaming.

Employee Access

Employees will only have access to WhosOnLocation if they are granted permission by an Administrator. And, if they do not have any User Roles assigned, they will only be able to access their own profile, create frequent visitors, and pre-register visitors.

Have a look at the How to Grant Employees Access Helpdesk article for more information.

If you want your employees to be able to access other areas of WhosOnLocation, e.g. a receptionist to have access to sign people in and out, an administrator to manage employees and location settings, etc, you will need to assign them User Roles. This applies to all employees in the organization, including the Account Owner and Administrators.

User roles are granted by Administrators and can be either global or limited by location, have a look at the Helpdesk article About User Roles for more information.

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