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 List

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.

Click "Search for Employee" to check if the email is linked to an employee profile on Qualer. If the email address is not present in the database, Qualer will ask you to confirm the creation of a new employee record. Click "OK" to add this employee's email to your Qualer site.

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

Alias: The "Alias" field can be used to include the employee's nickname or shortened name.  Any name entered here will be the name displayed for this employee on any document showing their work done in Qualer.

Image Url: The "Image URL" is an option field that can be used to create a more personal employee profile, we recommend using a professional photo, similar to a LinkedIn profile photo, for this field if you choose to use this field.  

Emails: Login Email and Subscription Email are used differently in Qualer. "Login Email" serves as the official identifier of the employee in the system and is used at the login screen, and in reports and logs to identify this unique user. "Subscription Email" is used as the address that the employee will receive system notifications. In most instances both fields should contain the same address.

Password: The password set in this screen is the initial log-in password set by the Administrator. After the employee is invited to the portal, he or she will have an opportunity to reset the password.  

Role/Site: For added security within your portal, each employee must have at least one role assigned to begin using the system. The roles determine the level of access the employee will have and the site determines where this access is visible. Roles can be assigned to the entire company using "All Sites" or to one site at a time by selecting the individual locations from from the drop down "Site" menu. Each role adds an additional layer of permissions and accessibility within the portal. 

Once you have finished entering the employee profile information, click "Add New Employee". The system now saves your employee record to your company, however, the employee will not be notified of the account until you send an invitation. The user will be instructed to change their password on their first login. Once saved, the system will display the employee profile allowing you to configure appropriate security and notification settings for the new user and send the user an Invitation to the company portal.

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. To do this, select the employee you wish to remove from your employee list.

This will open the employee profile screen. Click "Delete" in the right hand side of the panel.

To complete the removal process click "OK" on the confirmation dialog box.

Modifying Employees

Modifying employee settings is done by clicking the employee name on the employee listing screen.

This will display the employee setting screen. You may edit Title, Alias, profile pictures, phone numbers, email addresses, security roles, and notification settings. You may not change an employees password, only trigger a password reset to be sent to the employee's email. 

Security Roles for Employees

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 this employee's role is relevant to. Remember, each role associated to an employee account adds another layer of visibility and access within the portal. 

You can add and remove roles from an employee account by selecting a name from the employee list

Select the "Security Roles" tab, and at the bottom of the panel, select a role from the drop down menu, and the site that the role will apply to for this employee and click "Add Role." For example, Sam Smith has the Asset Manager and Service Manager role for the Main Location only, but is a Company Observer for All Sites. Groups of preset permissions can also be created then assigned to employees for quick additions. To learn more, go here: Security Groups

Confirm the action by clicking "OK" in the pop-up confirmation dialog

A brief summary of the edit ability and view ability 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.  

To configure an employee's notification settings select the name from the employee list 

Click the "Events & Notifications" tab, and check the boxes for the type of notification and the preferred delivery system (ie. email and/or SMS). Note that you are also able to individually configure the the intervals in which the first notification and the next two reminders will be sent based on the date and type of the event. Click on the blue words in the last three columns to see the options.