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Create user accounts so your team can access the EVA Check-in portal. Choose which sites each person can access and assign roles that match their responsibilities.
\nAfter saving, check that the person can sign in and access the sites and features they need.
\nUse Access level to choose where the person can work.
\n| Access level | \nWhat it means | \n
|---|---|
| Customer | \nAccess across all sites in your account. | \n
| Site | \nAccess to selected sites only. Choose the relevant sites in Sites. | \n
Site access and roles work together:
\nSelect one or more roles based on the person’s responsibilities. Give them only the access they need.
\n| Role | \nWhat the user can do | \n
|---|---|
| Customer administrator | \nAccess the full portal, including the core reception, operations, user management and pre-registration functions. Create and configure permit types, and view, create and manage permits for their organisation, within their site access. A relevant workflow role is required to complete, approve or progress a permit stage, or request a revision. | \n
| Receptionist | \nView Who is here and Visitor count, and manually check guests in and out. | \n
| Operations | \nView reports and logs; manage visitor profiles, person permissions, visit records, certified people and blocked visitors; and cancel or resolve SOS records when SOS is enabled. This is not a read-only role. | \n
| Login administrator | \nCreate and edit users, and change passwords. Can only assign roles they hold. | \n
| Pre-registration | \nPre-register visitors and use pre-registration features. | \n
| Supplier administrator | \nCreate and manage suppliers, supplier contacts and supplier processes. Create and configure permit types, including roles, stages, access settings and notifications. View, create and manage permits for their organisation, within their site access. A relevant workflow role is required for permit stage actions. | \n
| Supplier operations | \nCreate and manage suppliers and supplier contacts. View and create permits; edit details and validity dates; manage workers and signatures; link or unlink permits; and cancel, suspend or resume permits for their organisation, within their site access. A relevant workflow role is required for permit stage actions. | \n
Operations and Supplier operations are different roles. Operations does not provide supplier or permit access.
\nThe Operations role includes actions that change records and permissions. Do not assign it solely because someone needs read-only reporting.
\nUsers with Operations can:
\nCertificate types are view-only.
\nGranting an authenticated visitor person an evacuation or Who is here permission in the mobile app is separate from accessing those screens through the portal.
\nOperations provides access to:
\nAvailable actions vary by screen and include filtering, CSV export, revealing masked information, viewing PDFs and completing forms.
\nUsers can also cancel or resolve SOS records when the feature is enabled.
\nOperations alone does not provide access to:
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Microsoft sign-in must first be enabled on the Sign-in method tab of Account settings > Users.
\nWhen creating or editing the user, select Microsoft as their sign-in method.
\nUsers assigned Microsoft sign-in use the organisation sign-in option. See Set up single sign-on with Microsoft for configuration and sign-in instructions.
\nAccount roles and workflow roles are separate.
\nTo add an assignment:
\nA user can have more than one permit role. Several users can hold the same role. Site-level users can act only at their selected sites.
\nManaging a permit and completing its workflow stages are separate permissions.
\nCustomer administrators, Supplier administrators and Supplier operations users can manage permits for their own organisation without a permit workflow role. Users with Site access are limited to permits on their own and assigned sites. These limits apply to viewing, creating and managing permits.
\nThese account roles allow users to:
\nTo fill in, approve or progress a workflow stage, or request a revision, the user also needs a workflow role with the relevant access to the current stage. This applies even to the first stage of a permit they have just created. Assign workflow roles through Supplier process role assignments on the user’s record.
\nFor more information, see:
\n\nReview access when someone changes responsibilities. Remove roles, site access and workflow assignments they no longer need.
\n| Problem | \nWhat to check | \n
|---|---|
| The email address is already in use | \nCheck whether the person already has an EVA Check-in user account. Email addresses must be unique across all users. | \n
| You cannot assign a role | \nIf you are a Login administrator, check that you also hold the role you want to assign. | \n
| “You must assign one or more roles to the user” appears | \nSelect at least 1 user role checkbox, then select Save. | \n
| The user cannot access a site | \nReview Access level and Sites. | \n
| The user cannot access a feature | \nReview their user roles. Operations does not include live reception screens or supplier features. | \n
| The user can manage a permit but cannot complete or approve a stage, or request a revision | \nCheck their Supplier process role assignments and access to the current stage. Customer administrator, Supplier administrator and Supplier operations do not grant stage actions by themselves. Also check site access and the permit type’s screen and field permissions. | \n
| Microsoft sign-in is unavailable | \nCheck the account’s Sign-in method settings and the user’s selected sign-in method. Follow the Microsoft sign-in guide for any approval requirements. | \n
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