Assign Access with Roles

Overview

This document covers what the different roles are in the Headcount system and the detailed abilities of each.

Roles are assigned in the import spreadsheet on the Roles tab or through a data integration.

To check which roles your team has go to the Admin > Employees screen and use the search box or Role column.

Role Types

• Global Admin
• Site Admin
• Global Group Leader
• Site Group Leader
• Manager
• Evacuee

Global vs Site

In an organization with multiple facilities, the Global and Site roles give the organization controls on who has access to Headcount data.

Global access gives one access to Headcount data for any site within the organization account.

Site access gives one access to Headcount data for only their assigned site.

Global and Site access can be applied to the Admin and Group Leader roles to grant/restrict access appropriately.

Admin

Admins are responsible for data administration of the Headcount system and have access to the Admin screen on the website.

Admins have the ability to:

• View imported contact data on the Employees screen
• View messaging groups on the Messaging screen
• Create, Edit, Remove message templates on the Templates screen
• View reports on the Reports screen

A Global Admin can see Headcount data for all sites in the Admin screen.

A Site Admin can only see Headcount data for their assigned site on the Admin screen.

Group Leader

Group Leaders are responsible for operating an emergency with the Headcount system and have access to the Emergencies screen in the app.

Group Leaders have the ability to:

• Start an emergency, which sends alert messages
• Account for others inside of the app, regardless if the person is assigned to them
  • Using either of the following methods
    • In-person
    • Badge scan
• Send one-on-one messages to individuals
• Send broadcast messages to groups

• Send an “All Clear” message to end the emergency

Generally, most organizations give all Managers the Group Leader access to increase their ability to collaborate in the accountability process.  This creates many backups to every manager, removing the need for complex backup scenarios.

 

Manager

A Manager is default role given to someone assigned to account for others in the spreadsheet / integration data.

Managers have the ability to account for the people assigned to them.

Managers do not have the ability to start, stop, or send messages in an emergency.

Some organizations prefer to have a group of Managers that can account for their assigned people, but not be able to start, stop, or send messages in an emergency.  This, in combination with a set of Group Leaders, helps them account for everyone efficiently and effectively while removing complexity.

 

Evacuee

By default, everyone has the evacuee role.

Evacuees only have the ability to mark themselves safe and respond to messages sent to them in their SMS text messaging and email apps.

Evacuees do not need to download or install the Headcount app to fully participate in the emergency.

Site general population are evacuees. 

 

Key Differences

• A Global Group Leader can operate within an emergency for any site within an organization.
• A Site Group Leader can only operate an emergency for their assigned site.