→ Invite Users & Set Roles
About Role-based User Access
As you invite Users, you'll also assign Roles — which will allow your Users to perform their Role-based activities.
Click Users to view your current Users and Pending Invitations, along with their respective Roles. (Users may be given multiple Roles.)
Join the choir!
Role-based access will safeguard your Records, Dashboards, and Reports.
To simplify things, let's rehearse the parts Users play as if they are the members of a choir.
There are three levels:
- 1. Leaders →
- Leaders guide and direct with complete Role-based access to Guard IQ. They can:
- Run Events, guide ongoing operations, and oversee departments
- Add Users
- Manage incidents from their Dashboards
- Add Locations
- Leaders guide and direct with complete Role-based access to Guard IQ. They can:
- 2. Team Members →
- 3. Viewers →
- Viewers have read-only access. They can:
- Have line of sight into relevant Dashboards & Reports
- Include venue & event management, owners, planners, marketers, Risk Managers, stakeholders, etc.
- Viewers have read-only access. They can:
- You can apply titles familiar to your leadership team →
- Team Members are often given department-level designations →
- You can mold and adapt Viewer Roles to reflect your reporting needs →
View available User Roles
As a designated Leader, it will be helpful to know the Roles that have been created for your Organization.
To see a complete list of roles:
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Click open the Admin from the Navigation bar
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Click the Roles button → to open the Roles page
- Scroll down to see your Organization's current Roles.
- Notice the permissions listed on each Role card
Help updating Roles
- A Guard IQ Admin will facilitate your Organization's initial setup and support
- Your Guard IQ Admin will create your Roles to your specifications
- If you need new Roles created, contact us by clicking your personal menu in Guard IQ
Invite New Users
To Invite a new User and assign their Role(s):
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Click Users → from the Navigation bar
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Click Invite User
- Enter an Email address → and a Display Name
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Select one or more Roles from the list for this new User
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Click Invite User
Update, assign & remove multiple Roles for Users
To update a Role for an existing User → and to remove Roles:
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Open the Users menu
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Click the Gear icon → seen to the left of a User's name
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In the Update User box → and select their updated Roles from the drop-down list
- To remove a Role, simply uncheck the Role from the list
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Click Update User
At some point, you may wish to grant multiple people Leader-level access to some of your venue's critical positions → ex. Manager-Command Center, Supervisor-Patrol, Head of Maintenance, etc.
Search through your Users
To find a User in a long, long list of Team Members:
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Open the Users page
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Click in the Search box → and start typing a name → and only a few characters will do the trick!
Delete Users
To remove a user from your Organization:
- Open the Users page → and click the red Trash can to the left of the name
- Select Remove User in the notification box
Create a new Role
- We will be happy to help!
- We can even set very granular permissions → as seen at the bottom of this image
To Create a new role:
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Click Roles
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Click + Create Role to create a new role
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Name the Role
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Click the various permissions → ex. as seen for this Manager for a Command Center
Set advanced (granular) Role restrictions
There are many reasons why you may wish to dramatically restrict a Role. For example, you may not wish one team to see the records of another, for a couple of reasons:
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Some Records may be confidential. For example, the Security or Risk Teams may wish to shield their Records from the Hospitality or Maintenance staff.
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Other teams simply may be inundated with records from other teams that don't concern them! For example, the Hospitality team does not want to weed through all of the Patrol records, and vice versa.
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In this example, Hospitality Team Members:
- Can see all upcoming Events (Past, Present, & Future)
- Can only view Issue Records that come in for the Hospitality team to act on
- Can't see Records meant for any other department → ex. Security or Patrol
To restrict a Role beyond the basic settings:
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Click Roles
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Tap the Edit button on any Role you wish to further restrict → ex. Team member - Hospitality
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Open the Gear icon → appearing next to the User permission you wish to restrict
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Click Add Restrictions
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Pick the Form that you want to restrict → ex. Event or Issues
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Click the various permissions:
- A. Events → Give access to all events by selecting Show all records.
- B. Issues → Limit access to Hospitality issues by clicking Show records where
- C. Pick the Hospitality department from the list
- D. Click Done
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Click Save Changes (And Don't Forget!!!)
A Hike Up Kilimanjaro
As your program develops, your frontline users will manage records, respond to incidents, analyze results and report your success. To make operations run efficiently and securely, each User is assigned a set of Role-based permissions. And, Guard IQ will be there every step of the way to ensure that each of your Users have the permissions they need to do their jobs effectively.
You may be tempted to think, "Why not place everyone in a leadership role (make them all Supervisors) and be done with it?” This certainly would remove any Role-based limitations. Albeit, this could pose a significant security and data integrity risk.
Keep in mind that Team Member status is NOT an impediment to the completion of the tasks at hand! This is the very User level that can create Records, Add Events, respond to incidents, review results, and act during emergencies. For most users, being a Team Member is permission enough.
Any Leader-level supervisors you create can, innocently enough, go rogue and make some questionable changes without your knowledge! Given this power, we recommend giving Leadership status only to those with the authority to make managerial and administrative-level decisions. Plus, there is such a thing as too many cooks in the kitchen!
Advantages of multiple Leaders
That being said, it is helpful to have backup Supervisors and multiple Managers in critical parts of your operation!
Imagine if a Supervisor — named Alpha — takes a few weeks off to hike Kilimanjaro. Alpha can’t add Users and Events during the fortnight trek up the volcano. (There are no 5G bars up there. No bars of any kind, for that matter!)
Luckily, Alpha upgraded Theta-IT as the designated backup Command Center Manager in her absence. While the leader is on the mountain, Theta-IT can avoid any bottlenecks and address any unexpected explosions during Alpha’s volcanic absence that can toss critical events onto the ashen cinders of neglect. (Did we overdo the volcano thing?)
Quiz time...
Help Alpha decide what User level should be assigned to each of her colleagues:
Question 1: First up is Delta. Delta is a Marketing Manager running Experience Managment surveys and Social Media for the venue. For Delta, information is everything as he digs into customer experiences looking for new posts and planning future Marketing campaigns. What access level should Delta have?
- If you guessed Viewer, you’re right! Delta only needs read-only viewership permission to assess the guest experience Reports and to make changes to his social media campaigns. Delta is not involved in the recording of incidents nor in the dispatching and rapid-reaction functions.
Question 2: Next we have Beta. Beta is the venue's Maintenance Supervisor who accesses Dashboards multiple times each day to review incidents, plan repairs, fill out work orders and to help address guest issues. What user role should we assign to Beta?
- That's right — Team Member-Level! Beta needs to be able to edit Records, add Work Orders, and edit responses to guest concerns. Viewership alone won’t cut it.
Question 3: Finally, we have Omega, the venue's COO. As such, Omega logs into Guard IQ Dashboards to review feedback from all of the various touchpoints along the guest journey and experience. They must prepare reports for the management team. What access level does Omega need?
- Viewer access is all that’s required here, since Omega is chiefly a consumer of Dashboards and Reports. Just because Omega needs access to Dashboards doesn’t mean she needs to hold Leader-level, nor even Team Member access. Viewership is all that's required.
How did you do?