Manage banned contractor members

Learn how to mark a contractor member as banned. You can also set up triggers to send a notification if a banned contractor attempts to sign in. 

Setting a contractor member to banned, rather than removing them from your account, allows you to keep track if they try to sign in at any of your locations, and prevent other users from setting them up in your system again.

If a banned member attempts to sign in at any location in your account, they will be told they cannot be found, a record will be created in your People Presence report, and notifications can be sent to relevant people.

Ban a contractor member

You can change a member’s status to Banned three ways, manually in their profile, in bulk via a run action, or in bulk via a CSV import. You need the Contractor Manager user role to access these settings. 

Ban a member manually

Use when you only need to change the status of one member:

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Search for the member in the search field.
  4. Click View next to their name.
  5. Set the status of account to Banned.
  6. Enter the reason for banning.
  7. Click Save & Close.

    Member-Banned-Profile.png

Ban multiple members by Run Action

To change one or more members’ status:

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Select the members you want to edit using the checkboxes on the right of the list.
    Use the filters at the top of the page to narrow down the list of members you want to edit.
  4. Click Change Status To, then select Banned.
  5. Click Run Action.

    Bulk-Action-Banned.png

  6. Enter a reason in the status note, then click Continue.

    Banned-Status-Note.png

Ban multiple members by CSV import

To change multiple members' status at once:

  1. Use the filters at the top of the page to view only members you want to edit.
  2. Click Export Members.

    Contractors-Export-Members-Banned.png
  3. Click Export based on Current Filters.
  4. Open the CSV file.
  5. Edit the Status column for the members you want to change to Banned.

    2020-04-06_8-27-14.png
  6. Save the CSV file.
  7. In the Members list, click Update Members.

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

    Upload-Contractor-List.png
  11. Set the Unique Identifier to Status ID.
  12. Click Submit for Validation, then click Confirm & Submit.

Banned contractor members attempting to sign in

There are two ways for members to attempt to sign in when banned, using the Sign In/Out Manager and/or the kiosk.

Sign In/Out Manager

Banned members will not appear in the list of contractors that can sign in at any location.

You can still find them if needed by searching using the People Search.

Sign in/out kiosk

If a banned member attempts to sign in at the kiosk they will be told they can’t be found. The member will not be told they have been banned from the system, allowing specified people in your organization to be informed so that they can manage the member according to your policies and procedures.

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A record will be added to your People Presence report of the attempted sign in and you can send notifications or webhooks based on this using the Triggers add-on. See below for more details on these.

Reporting on banned activity

There are two reports you can run for banned activity; reporting on your list of banned members and reporting on any banned members attempting to sign in at your locations.

You need the Reports Manager user role to access this report. 

List of banned members

From your Members list, you can view only your banned members by applying the status filter.

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Set the Status filter to Banned.
  4. Click Search.

    Member-List-Banned.png

You will have a list of all of your banned members.

Attempted sign ins

In your People Presence report, you can view all times that banned members attempted to sign in at one of your locations.

  1. Go to Reporting > People Presence.
  2. Set the Data Source to Contractors.
  3. Set your Report Period.
  4. Choose the location you want to report on (or select All Locations).
  5. Click View Report.

    People-Presence-Contractor-Banned.png
  6. Click Add a Custom Filter.
  7. Select Access Denied Reason.
  8. Select Status is Banned.
  9. Click Save Filter.

    People-Presence-Contractor-Banned-Filter.png

The report results will display all members with a banned status that attempted to sign in. You can narrow this down to specific people or organizations by adding a Filter by Search Query.

People-Presence-Contractor-Banned-List.png

Set up notifications for attempted sign in

When a person is denied sign-in access by WhosOnLocation automatically, e.g. they are banned, their token has expired, or they are not within their valid dates, you can set up notifications or webhooks to send to specified people or addresses.

Your Account Owner needs to enable the triggers add-on and you need the Triggers Manager user role. 

To set up notifications or webhooks, once the triggers add-on and user roles have been enabled:

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Create a New Trigger.

    TRigger-Add.png
  4. Enter the trigger name.
  5. Set the Status to Active.
  6. Set the Trigger Event to Contractor Denied Access.

    Banned-Contractor-Trigger-Details.png
  7. Click Next.
  8. Under the ALL section click Create a New Rule.
  9. Select Contractor – Access Denied Reason > is the following > Status is Banned.

    Banned-Contractor-Trigger-Rules.png
  10. Click Next.
  11. Click Create a New Action. You can add as many actions as you like to one trigger.
  12. Select the type of notification or webhook you want to send.
  13. Fill in the details of the notification or webhook. Click here for more details.


    Banned-Contractor-Trigger-Actions.png

  14. Add any further actions.
  15. Click Save & Close.