After tasks are created, they can be assigned to a user (ex. employee). The responsible person must first complete the required company-based tasks (e.g., VCA, Contractor Agreement) before they can begin registering users from their company.
How to create a user role
To create a user role and define its permissions, follow these steps:
From the main menu on the left, navigate to Configuration and then select User Roles.
In the top-right corner, click Add User Role. This will open a new page with 7 tabs:
General Tab - Start with the General tab to fill in the basic details.
Role name: Enter the full name of the role, like Contractor Admin.
Short Code: Provide a short code for display on a user's badge or identifier.
Category: Select the type of user the role is for from the dropdown menu, such as Contractor.
Parent Role: If this role's validity depends on another role, you can select a parent role here.
Send notification on assignment: Check this box to automatically send a notification to a user when this role is assigned to them.
Category Options: The available options in the Category dropdown classify the user role for reporting and organization. They include:
Other: For roles that don't fit into the other categories.
Contractor: For external personnel working on a temporary basis.
Visitor: For guests or short-term visitors to the site.
Employee: For internal employees of the company.
Trucker: For individuals involved in logistics and transport.
System: For automated system roles.
2. Requirements Tab
This tab sets the tasks that a user must complete to be compliant with this role.
Under the Tasks section, you can set specific tasks that will be automatically assigned to any user with this role. You can reorder the tasks by dragging and dropping them.
Check the Disable automatic renewal box if you don't want a user to be prompted to renew any expiring tasks.
Automatic Renewal
You can choose whether this role requires automatic renewal.
When enabled:
Users will receive a notification 14 days before a task associated with the role expires, reminding them to complete the task again to keep the role valid.
In the overview screen, roles with tasks nearing expiration will be highlighted in orange, making it easy to spot users who need to take action.
When not needed:
Some roles may not require renewal, especially if they are intended for temporary or one-off use.
Examples include:
One-time visitor roles (e.g., a guest attending a single event or meeting).
Short-term project roles (e.g., a role created for a specific workshop, audit, or temporary assignment).
✅ Enable automatic renewal for roles linked to ongoing compliance, training, or certifications.
🚫 Skip renewal for roles that are temporary, short-term, or do not require repeated validation.
3. Site Management Tab
This tab allows you to assign specific sites that users with this role will have permissions for.
Use the search box to select and assign the desired sites.
4. Event & Company Management Tab
This tab controls which event and company types users with this role can manage.
Select the Event Types that this role allows users to access.
Select the Company Types that this role allows users to access.
⚠️ If you have not yet created event or company types, please make sure to return to this tab and complete the setup later. These settings determine which event and company types users with this role can view, create, and manage.
5. Site Access Tab
Configure access settings for the role, including:
Show access code: Choose to display the access code Always, Never, or Only after role activation.
Sites: Select the sites that users with this role will have access to.
Automatic check-out: Enable this if you want users with this role to be automatically checked out at a configurable time.
This feature is especially useful for visitor roles or similar positions where the check-out process may not be required.
6. Permissions Tab
This is where you define the specific abilities of this role by granting access to different portals and setting granular permissions.
Administrator Portal: Grant permissions related to the admin portal.
Company Portal: Grant permissions related to the company portal, suitable for contractors.
Supervisor Portal: Grant permissions related to the supervisor portal.
Personal Dashboard: Grant permissions related to the personal dashboard, suitable for employees.
7. Data & Privacy Tab
Configure data management and retention for users assigned to this role.
Automatic archival period: Set the period after which users assigned to this role will be automatically archived.
Data retention period: Set the time period a user's data will remain in the database after being archived before it is permanently removed.
Once you have configured all the settings, click the Save button in the top-right corner to finalise the new user role.