This guide is a companion piece to the Create New Users and Edit a User video tutorials available on the FacilityONE University page. Permissions to add and edit employee logins are restricted to personnel with the Admin user role.
Create a New Employee
- In the Account Administration side of FacilityONE, click the Create Employee tool in the left- hand menu
- This will open the Add New Employee form
- Add the employee’s First Name and Last Name in the corresponding fields
- If desired or necessary, the employees middle initial can be entered in the M.I. field
- Next, choose a Username for the employee
- There are no rules or requirements for the username, but the standard format is First Initial + Last Name, e. “jdoe”
- The final step on the Account tab is to choose a Role for the employee
- Only one out of the four main options needs to be selected, so choose the one that best applies to the employee
- Admin users have full control over the Work Order Management System
- Assign Maintenance users can create, edit, view and assign work orders
- Maintenance users can create, edit, and view work orders but they cannot assign them
- WO Creator can only create and view work orders
- Query Editor is selected by default and should remain checked
- Only one out of the four main options needs to be selected, so choose the one that best applies to the employee
- Then, click the Email tab to add the employee’s email address
- An email address is required to create an employee account
- Leave the “Keep in sync with user account email” box checked
- If the employee will need to receive email notifications about work orders, this can be enabled by checking the Notify By Email option
- Additionally, the employee will need to be sure they verify their email address per the Email Verification Request that is sent to them after their account has been created
- Checking this option will bring up a list of Email Events
- Choose the appropriate events that should trigger an email notification to the employee
- Use the Locations tab to limit the user to specific locations in the account, if necessary
- For single-facility accounts, this step can be skipped unless the employee only needs to see work orders for specific locations in that facility
- For multi-facility accounts, it is important to ensure that the employee receives the appropriate location
- If the user needs to see all work orders at all locations, do not adjust the settings on this tab
- To adjust the employee’s Primary Location, click the magnifying glass to the right of the field and select the desired location from the Location Selector
- To adjust the employee’s Assigned Locations, click the magnifying glass to the right of the field and select the desired location from the Location Selector
- Multiple Assigned Locations can be selected by repeating this process
- To remove a location that was added, click the X next to the location name
- If desired, additional information about the employee can be added to the Address tab
- The Planner tab can be used to set “non-work time,” meaning time in which the employee does not want/need to receive email notifications
- For information on how to add non-work time, click the How to use this planner option at the top of the Planner tab
- Information regarding the employee’s rate and their category/department can be added on the Others tab
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- Do not select the FacilityONE Employee category as this is meant to be used on logins for FacilityONE employees only
- If additional Employee Categories are desired, contact support@facilityone.com to have them added
- The value entered in the Rate field will be visible to Admin users only
- Once the employee’s information has been entered, click Save to create their login
- After saving, the employee will receive two emails:
- A Welcome Email containing their username a temporary password (this password expires 24 hours after being sent and cannot be re-sent)
- An Email Verification Request asking them to verify their email address (the verification link expires in 3 days but can be re-sent)
- After saving, the employee will receive two emails:
Edit an Existing Employee Login
- To locate an employee login that needs to be edited, use the simple Find field at the top right of Account Administration to search for the employee by name
- Once results have generated, look under the tab labeled Employees
- Then, click the Edit pencil icon to the left of the employee’s name
- This will open the Edit Employee page for that employee, where any information can be edited in the same manner as when creating a new employee
- The only field that will be un-editable will be the username field, so contact support@facilityone.com for updates to an employee’s username
