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.


Step-by-Step Instructions:

  1. In the search bar, enter the email address of the new employee you wish to add. Click enter or click on the "Search for Employee" icon to initiate the search process.
  2. If the email address is not found in the database, Qualer will prompt you to confirm the creation of a new employee record.
  3. Click on the "OK" button to proceed with adding the employee's email to your Qualer site.
  4. Once confirmed, the new employee's email will be successfully added 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 user's ability to view or edit information within Qualer.  


Title: The "Title" field can be used to include the employee's position or title at your company.


Alias: The "Alias" field can 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, like 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 to which 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 can 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. 


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.


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 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".


To remove a role from an employee, simply click the red "X" to the left of the row. 


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.

Permission Name

Asset Manager

Company Admin

Company Observer

Quality Control

Service Manager

Service Technician

Service Provider Admin

Site Admin

Sponsored Vendor

Sponsored Client

Dashboard

Limited View

View

View

Limited View

Limited View

View

Limited View

View

Limited View

Limited View

Asset Manager

View/Edit

View/Edit

View

View/ Limited Edit

View/ Limited Edit

View/Edit

View/ Limited Edit

View/Edit

View/Edit

View/Edit

Compliance

View/Edit

View/Edit

Limited View

Limited View/ Limited Edit

View/Edit

View/Edit

View/Edit

View/Edit

No View

No View

Service Manager

View/Edit

View/Edit

View

Limited View

Limited View

Limited View

Limited View

View/Edit

Limited View

Limited View

Service Action

View/Edit

View/Edit

View

View/Edit

View/Edit

View/Edit

View/Edit

View/Edit

No View

No View

Service Agreement

View/Edit

View/Edit

No View

No View

No View

No View

No View

View/Edit

No View

No View

Service Event

View/Edit

View/Edit

Limited View

View/Edit

View/Edit

View/Edit

View/Edit

View/Edit

No View

No View

Client Manager

Limited View

View/Edit

Limited View

Limited View

Limited View/ Limited Edit

View/Edit

Limited View/ Limited Edit

View/Edit

Limited View

Limited View

Service Quote

View/Edit

View/Edit

No View

No View

No View

No View

No View

View/Edit

No View

No View

Product Manager

View/Edit

View/Edit

View

No View

No View

View/ Limited Edit

No View

No View

Limited View/ Limited Edit

Limited View/ Limited Edit

Document Manager

View/Edit

View/Edit

View

No View

View/Edit

View

View/Edit

View/Edit

No View

No View

Admin Manager

Limited View

View/Edit

Limited View

Limited View

View/ Limited Edit

Limited View

View/ Limited Edit

View/ Limited Edit

Limited View

Limited View


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.