Documentation and Support

Overview

The Employee administration panel allows system administrators to manage how her/his company site is accessed by its employees. System Administrators use the Employees tab to perform common user access activities like adding new users, removing users who are no longer with the company, assigning roles, and setting contact and notification settings. You may access the Employee Administration screen by clicking "Employees" under the "Administration" menu.

Employee Administration 

Adding Employees

To add a new employee click the "Add New Employee" button.

You will be asked to begin the process by entering the email address of the person that you wish to add. We encourage administrators to use corporate email addresses, rather than personal email addresses when configuring new employees.

Once confirmed, you will be able to enter the profile information to complete the new employee record, including assigning roles that control the user's ability to view or edit information within Qualer.  

These settings will be covered under the "Security Roles for Employees" and "Notification Settings" sections below.

Removing Employees

When employees leave your company, they should be removed from your Qualer system to prevent unauthorized access.

1. To do this, select the employee you wish to remove from your employee list.
2. This will open the employee profile screen. Click "Delete" on the right-hand side of the panel.
3. To complete the removal process, click "OK" on the confirmation dialog box.

When assigning a role, you must also select whether the permissions available to this role will apply to all company sites or select from the drop-down menu of available sites and select the specific sites to which this employee's role is relevant. Remember, each role associated with an employee account adds another layer of visibility and access within the portal. 

Step-by-Step Instructions:

1. Select the employee name from the employee list.
2. Select the "Security Roles" tab, and at the bottom of the panel
3. Select a role from the drop-down menu, and the site that the role will apply to for this employee and click "Add Role".

A summary of the editing and viewability within the site for each role is displayed in the table below. For an up-to-date, detailed summary of the roles and permissions, download the Excel file at the bottom of this article.

Notification Settings

Employees can receive notifications via email or SMS text to help them track and manage assets, vendors/clients, orders, and compliance events. The available notifications are specific to the roles assigned to the employee.

Use the site and group filters to find the desired events you want to be notified about. Choose either email or SMS text message to be notified. The email will be your subscription email. The SMS will be your mobile phone number from the contact information section. Next, choose how often you want to be notified about the event by clicking the blue words under the First, Second, and Third columns.

Step-by-Step Instructions:

1. Access the employee list.
2. Locate and select the name of the employee whose notification settings you want to configure.
3. Navigate to the "Events & Notifications" tab.
4. Identify the checkboxes corresponding to the types of notifications you want to enable.
5. Select the preferred delivery system(s) for notifications (e.g., email and/or SMS) by checking the respective boxes.
6. Save or apply the changes to finalize the configuration.

Optionally, customize the intervals for the first notification and subsequent reminders based on the event type and date:

1. Identify the columns related to the notification intervals.
2. Click on the blue words within these columns to access the interval options.
3. Adjust the intervals according to your preferences.

Assignments for Employees

The Assignments tab displays the content related to the assignments of the employee to the client's maintenance plans or tasks.