Creating Assignable Users and Organisations

This page outlines how to create assignable users, such as contractors

Overview

This page explains how to create assignable users, such as contractors who can log in to view and edit tasks assigned to them, for example via the mobile app.

This is useful for managing:

• External Agencies to assign Request Tasks

• Recovery Agencies to assign Needs & Tasks

• Subcontractors for Fire Prevention Notices who can view FPN Subcontractor Tasks

By restricting their access a sub-register, these users can view tasks assigned to them but not other secure information.

By delegating tasks and giving a level of task autonomy to external users and organisations, processes can be streamlined and made more efficient.

Once properly configured, users or organisations assigned tasks can receive automatic notifications on assignment.

Creating Assignable Users

To create a user that can be assigned tasks

1. Create a position (e.g. ABC Contracting) with relevant security policies (the easiest way to do this is to copy an existing position such as a contractor which has security policies pre-configured).

2. Create a contact, tick user account and add the position (e.g. ABC Contracting) to it.

3. Enable the position when configuring the Event register (optional) if you want to allow them to access a specific register (such as FPN Subcontractor Tasks).

4. Test going on duty to the Event to begin working with it. You can temporarily set the user's email to your own to test assignment and notifications. Going on duty will enable assignment of tasks in the relevant Assignment field. You can also put users on duty using the Bulk on Duty function.

5. Use the Welcome Email to send account details to the new user or organisation.

Important: There needs to be at least one user on duty in the position for it to become assignable. If no users are on duty, you can put them on duty using the Bulk On Duty function.

Creating Assignable Organisations

You can optionally set up an organisations to assign to an organisation instead of an individual. When doing so, an email account is still required for notifications and sign in. You can use a generic contact with a generic email address for this. You can also use a generic organisation such as 'Contractor'. This is the recommended way.

To create an organisation that can be assigned tasks (in addition to the steps for creating assignable users):

• Attach the position an existing organisation using the Organisation setting.

• Optionally attach a contact (such as a generic contact) to the existing Organisation using the Organisation setting.

Instructions for Users

Refer users to the Quick Start Guide to get them up and running once you have sent them their link to set a password. Their username will be the same as the email you set them up with.

Quick Start Guide