Table of Contents

Managing Users

Jordan Millar Updated by Jordan Millar

Everyone who wants to access ChekRite in any way must have a User profile set up. Depending on what level of access they need you can grant them one of several different roles. You can see more about the different user roles and access here.

There are two main types of users: ChekRite users, and managers/administrators.

ChekRite users will only use the ChekRite app to complete inspections. Managers and Administrators will either use the ChekMate app or the ChekRite Portal to administer the ChekRite environment at various levels.

Basic User Information

For all users, the minimum information needed to enter them into the portal is First Name and Last Name. However, there are other fields that can be entered for enhanced functionality and reporting. When creating a new user, they are automatically given access to the site you are currently logged in to.

First & Last Name

Enter the first and last name of the user.

Mandatory

Email

If this is entered, then they will be able to receive email reports through the notifications system.

Optional

Contact Number

If a mobile phone number is entered here, the user will be able to receive text messages from the notifications system. Note that the phone number must be entered in international format. e.g. +61 447 555 123

Optional

Profile Photo

You can upload a photo of the user and it will appear when they log-in to ChekRite and in the list of users in ChekMate and when the Employee Extra Info type is used. Additionally, users can take their own photo in the ChekRite app.

Optional

ChekRite Users

Rather than use long user names and passwords, to make access fast for the user when they are logging in to do an inspection, ChekRite users a numeric Employee ID and PIN.

Most organisations already have existing numeric identifiers assigned to each employee which can also be used as the Employee ID Number. This could be employee ID, payroll number, badge number or even their phone number. Otherwise, assign a unique number that each user can routinely remember such as the last six digits of their mobile number. The Employee ID can be up to 10 digits long however, the PIN must be exactly 4 digits long. Both of these must be numbers only.

To add a ChekRite app user to the system do the following:

  1. Navigate to Organisation -> Users
  2. Push the Add New User button if this is a brand new user, or if the user already exists, select the user and push the Modify User button.
  3. Enter the required information as per the table above.
  4. To give this user access to the ChekRite app, expand out the ChekRite App Credentials panel in the above window.
  5. Enter in their Employee ID and PIN. If you want them to change the PIN when they next sign-in slide that switch across.
  6. If you would like to automatically send a welcome letter with pairing details to the user slide over the switch at the bottom of the screen called Send User App Pairing Details. You will then have the ability to name the users device (it will default a name in which you can change), then tick the boxes beside the notification methods you want. (They will only be enabled if you have entered in an email address or mobile phone number)
  7. Push Save and then the users details will be updated (and if you have elected to notify them) they will receive a welcome letter.

Managers/Administrators

To give a user access to either ChekMate or the ChekRite Portal they must have entered a user name and password. The user name must be unique across the whole of ChekRite not just within your company. Normally you would use the persons company email address for this, but if they don't have a company email address, you can create a user name based on the company name. For example, if your company was called ABC Corp and the user was called John Smith, you might create an user name of abc_corp/john.smith or abc_corp/jsmith. It is important that the company name be the actual company name as it is spelt in ChekRite replacing any spaces with underscores.

After entering the username you need to enter a password. The user can change their own password once they have logged in to the portal.

Finally, you need to select a user role from the drop-down list. The available user roles are defined here.

Other User Information

Once a user is selected you can modify the core information on it (such as name, contact information and access credentials) as well as view or manage other information such as that below.

User Properties

From the User Properties panel, you can view the properties that have been set for that user (including the historical values), set new properties or print out a list of properties.

To add a new User Property push the Add New Property button. You will then be able to select the property you want to add and set the value. Depending on the data type of the property (e.g. date, numeric, text, etc.) your options for entering the value may change.

If you hover over a User Property you will be presented with options you can select.

Add to Profile will add that User Property to the profile panel on the left so that every time you look at a user, this User Property will be visible if it's set. This is really useful for User Properties you always want to see. This will apply to everywhere that the User Panel is displayed. Once added, the hover action will change to Remove from Profile.

You can also look at the historical values of a User Property and see who changed it and when. Just click the History hover action and you will be presented with a window showing you all the previous versions of that User Property.

Another handy feature on the User Properties panel is the ability to download a list of the current values of all the User Properties for this User. To do this, push the download icon at the top right of the panel and you will be presented with the dialog box below. From here you can choose whether to have this list provided as a PDF or CSV file. You can also choose just to download the filtered results otherwise all the current values of the User Properties for this User will be included.

User Documents

User Documents are documents of files that you want to store for a user that will be made available in the ChekRite and ChekMate apps. This could be things like licences but also certification documents. These documents are synced down locally to the device and users can view their own documents whenever they need to and, if allowed, share them with others. ChekRite App users will not be able to see other users documents.

To add a new User Document:

  1. Go to Organisation -> Users and select the user you want to add a document for
  2. Click on the User Documents panel to open it and push the Add New Document button.
  3. Enter the required information on the document.

    Document Name

    This is what the document is. Use this to describe what the document is so that if there are several of the same type, you know what it is. E.g. Drivers Licence or Forklift Licence.

    Mandatory

    Document Type

    Select from the Drop Down list of valid document types. If you need to add a new document type, do it through the Advanced menu.

    Mandatory

    Identifier

    If the document has a unique identifier such as a Licence Number or Registration number you should enter it here. Not all documents will have this though.

    Optional

    Start Date

    If the document has a start date or effective date enter it here to be used in reporting.

    Optional

    Expiry Date

    If the document has an expiry date such as a drivers licence enter it here so that you can report on documents that are approaching expiry.

    Optional

    Attachment

    This is the document itself. It can only be in either a JPG, PNG or PDF format. Editable documents such as MS Word and MS Excel are not supported.

    Mandatory

    Shareable

    If you want to allow users to be able to share this document with others. If ticked, they will have the option to send a public link to the document to others by email or text.

    Optional

  4. Push the Save button.

User Issues

This will display all the issues that have been raised by the user. From here you can triage or review the issue. You can also print an issue worksheet or report once the issue is selected. You can add filters to only show certain issues or search by the issue title.

User Inspections

This will display all the inspections that have been submitted by this user. From here you can view the inspection as well as share the PDF.

User Groups

Here is where you can assign this user to a user group. For more details on groups see this article.

User Sites

A user can have access to more than one site. If the user has company level access they will have access to all sites regardless of whether or not the site is selected in this tab. By granting the user access to more than one site, they will be able to use their same employee ID and PIN to sign into different devices at different sites that they have been given access to.

If you change the site access for a user that has been authorised to ChekMate, you will be warned that their device will need to download the data again as normally, ChekMate will only sync data for the sites that a user has access to.

Changing Your Password

To change your (or someone else's password if you have authority) do the following steps:

  1. Navigate to Employees > General
  2. Search for the employee either by entering their name, employee ID or email in the search boxes on the left hand side of the screen
  3. Update the password in the Password field. As you move from the field it will be automatically saved.

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