Adding Service Provider Members Manually

How to manually add a Service Provider Members. You must have the Service Provider Manager user role assigned to add organizations.

There are two different ways you can add a Service Provider Member, one at a time manually, or in bulk via CSV import. If you are only adding one or two members, it can be beneficial to do so manually. When adding a member manually you can also add extra details which would need to be added separately from a CSV import.

Please Note: To add a service provider member to WhosOnLocation, the only required information is their Name. We do recommend entering as much information as possible to keep detailed records.

How To Add a Service Provider Member

1. Go to Tools > Service Provider Manager

2. Select Members from the left-hand menu

3. Click Add Members

4. Click Add a member Manually


5. Enter the Profile Information

Full Name – The member’s name. You must have a first and last name to add a member

Job Title – The member’s title in their organization

Primary Email Address – This is used for contact, sending notifications, invitations, and inductions to the member

Other Email Address – Can be used to send an induction or for contact records

Mobile Number – This is used for contact, sending notifications, invitations, and inductions to the member

Phone Number – For your contact records

Extension Number – In case an extension is needed to reach the member at their phone number

ICE Number – The number of the member’s emergency contact

Status of Account – The status of the member in WhosOnLocation. You can choose between Pending, Active, Inactive, and On-Hold. The member must have an active status to sign in to your locations


6. Click Save & Manage Organizations to continue setting up this member

If you want to set up multiple members’ contact details only, click Save & Add Another. If you only want to enter the contact details of this member, click Save & Exit.

7. Search for the Member’s Organization and select from the dropdown menu


8. Select the locations this member has access to by clicking Location Permissions

Please Note: Location Permission defaults to the same as the organization and the member cannot have permission to access more locations than the organization.

9. Select the member’s roles in their organization by clicking Organization Roles

Please have a look at the Service Provider Members Helpdesk article for further information on this.

10. Click Save

All other options from this point are only available with the relevant Add-on enabled except Notes.


You can send an individual member a WolMobile URL and code from this section, giving them access to the WolMobile app for signing in and out of WhosOnLocation.

A service provider member can only access the WolMobile app once they have been sent their WolMobile URL/code, so if you are setting your members up with this ability you should send the URL now.


To send the WolMobile URL/code, click on the Send WolMobile URL button and select either Send via Text Message or Send via Email. The member will need to have the corresponding information set up in WhosOnLocation to receive the message.

Member Inductions

In this section, you can add inductions to the member’s profile as long as you have the Induction Manager user role assigned and the inductions are set up in the Induction Management section of WhosOnLocation.

Have a look at the Helpdesk Article Introduction: Induction Management for more information on inductions in WhosOnLocation.


If you do not have any inductions set up in WhosOnLocation, you cannot add them to the member’s profile.

Member Tokens

Add any tokens to the members profile to allow for easy sign in/out through scanning. The tokens are the numbers associated with the barcodes which are scanned to sign in or out of a location. The token types are used for categorizing the different tokens a service provider can use, these are set up in Identity Manager.

To add a token to the Service Provider Member’s profile:

1. Click Add Token


2. Choose a token type

3. Either enter the number manually or scan the associated barcode to enter the number

4. (Optional) Add an issue and expiry date if you choose

5. Click Save


Add any qualifications that are relevant to the service provider. Qualifications are set up in Qualifications Manager and then added to each individual service provider’s profile as required.

Qualifications can be used to deny entry to locations if they are expired and can be required before being allowing Service Providers to undertake certain jobs.

The only required field to add a qualification to a member’s profile is the name, everything else including documents is optional. To add a qualification to a Service Provider Member’s profile:

1. Click Add Qualification


2. Choose the Qualification from the dropdown menu. You can use the Filter By Type option to narrow down the dropdown menu results

3. Enter the Qualification Number

4. Enter the validity dates of the qualification

5. Click Save & Next

6. Upload any documents associated with the qualification from your computer


7. Click Save & Close


Please Note: Notes are not an Add-on, they come enabled for every account.

Add any Notes about the Service Provider Member for your records.


There are two methods to enter notes, manually one-by-one or in bulk via CSV import

To enter notes manually:

1. Click Add New Note


2. Select a note Type from the dropdown list

3. Enter a Subject

4. Enter the Note

5. Click Save.

Please Note: You can also add a new note anywhere in the organization’s profile by clicking on the new note icon.

You can also enter notes in bulk via CSV import, to do so:

1. Click Import Notes

2. Download the Import Note Template by selecting the link


3. Save the file to your computer

4. Enter the notes’ details


Please Note: When adding notes via CSV import, you will need to ensure that your Note Type is one of the options in the same dropdown list or the file will not import.

5. Save the file using the CSV UTF-8 file format for the best results

6. Click Select CSV File


7. Select the file from your computer and click Open

8. Click Import Notes


Other Notes Actions

You can edit a note by clicking View next to it, adjusting the details, and clicking Save. This will be recorded in the note’s logs.

You can remove a note by clicking Delete next to it, or using the checkbox to select it and the Run an Action Menu to delete multiple notes at once.

You can view the changes made to notes by clicking the Logs button.

You can export a CSV file of notes by clicking the Export Notes button.


The Service Provider Member will be saved in your member list. You can edit any of these details at any time by searching for the member using the search fields and clicking View next to their name.

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