Granting a person the ability to log in to Ideagen Workforce Safety is managed via Settings (found under the Profile icon at the top of the screen).

⚠️ Prerequisite: The person must already exist in Vault as either a Worker, Contracted Worker, or Other Person Type. This guide assumes that step is complete.

➕ Add User

1. In Settings, expand the Users section.

2. Click User Authorisation.
   
   
    

3. A register of existing users is displayed.

4. Click ➕ Add to create a new user.
   
   
   
   
    

📝 Add User Form

• Select Person:

  • Use the Find User drop-down to choose Worker or Contracted Worker.

  • Begin typing the name; Smart Search will locate the correct person.
    
    
     

• User Name, Key User & Copy User Authorisation:

  • Create a User Name in your organisation’s chosen format.

  • If connected to Single-Sign-On (SSO), enter the existing username.

  • Tick Key User to allow support requests via the Support Portal.
    
    Copy User Authorisation:

  • If you tick “Copy User Authorisation from an existing user (overwrites current user settings)”, the configuration of the selected existing authorised user will be carried over to the new user.

  • This is useful when setting up multiple users with identical access levels.
    
    
    
    
     

• Sensitive User:

  • Tick this only if the user should access events marked as Sensitive.

  • Click on Sensitive Events Access to select the site(s) where the User can be assigned as a Sensitive Person for Sensitive Events.

  • Click Save once site(s) are updated/selected.
    
    
    
    
     

  • ⚠️ Use with caution — this grants access to highly confidential records.
    
     

🔑 Password Setup

• Depending on your organisation’s setup, passwords may either be managed internally in Ideagen Workforce Safety or via your company’s Single-Sign-On (SSO) system.

• If self-service is enabled: An email invitation is sent to the user to create a password.

• If password fields are visible:

  1. Click on Set Password
     
     
      

  2. Enter your own Workforce Safety password in Login User Current Password.

  3. Create a password for the new user.
     
     
     
     ✅ Force user to reset password on next login – Tick this option if you want the user to set their own password the first time they log in. This is recommended for new users or when updating credentials for security reasons.

Password Requirements:

• Must be between 10 and 64 characters in length.

• Must include at least one special character (e.g., @, $, !).

• Cannot use commonly used passwords (e.g., “Password123”).

• Cannot use repeating characters or obvious patterns (e.g., aaaa1111, 123456).

• Cannot reuse any of the last 10 passwords.

💡 Tip: Encourage users to create strong passphrases that are easy to remember but difficult to guess, such as a combination of unrelated words with numbers and symbols.

🌐 Language

Select the appropriate language for the user. This setting controls the system’s display language for that individual.


 

Supported languages:

• English

• French

• Korean

• Mandarin (Simplified Chinese)

• Māori

• Spanish

• Thai
  
  💡 Tip: Ensure the selected language aligns with the User’s preferred working language for a smoother system experience.

⏰ Date Format & Timezone

Select the date format and timezone for the user.
This ensures events and records entered are timestamped correctly.


 

📊 Insights

• Choose if additional permissions are required for:

  • Ideagen Insights

  • Mobile apps

• When enabling Insights access, you must assign an access level. These determine what the user can see and do within the system.
  
  
   

• Insights Access Levels

• Access Level	Description
  Safety Viewer	Read-only access. Users can view dashboards and reports but cannot create or modify them.
  Creator Access	Read and write access. Users can view, create, and edit dashboards. They may also copy existing visuals and build new dashboards for their own use.

• 💡 Tip: Assign Creator Access only to users who need to design or customise dashboards. Most users will only require Safety Viewer access.
  
   

📱 Safety Apps

• Check app access

• Choose the access level from the available list.
  
  
  
  Check App Access Levels

• Access Level	Description
  User Access	Read-only access. Users can view assigned checks but cannot make changes.
  Manager Access	Manager-level access. Users can oversee and manage checks assigned to their teams or sites.
  Admin Access	Full administrative access. Users can create and edit templates, add new checks, and schedule recurring checks.

• 💡 Tip: Grant Admin Access only to trusted users who are responsible for designing and maintaining check processes.
   

Safety App Portal:

• If the user has Safety App access, select the Portal to display in the App Portal drop-down.

• Options depend on portals created by your organisation.
  
  
   

👤 User Group

• Assign a User Group to define which modules and tabs the user can access.

• User Groups are pre-defined in Settings by your organisation.
  
  
   

🏢 Site Selection

1. The Org Structure is shown with two panels:

   • Left = full structure.

   • Right = access granted to this user.
     
     
      

2. To assign sites:

   • Select items on the left, then push ➡️ them to the right.

   • To give full access, select the entire organisation.

   • To give partial access, select a red level (all sites within it) or specific blue sites.
     
     
      

3. To remove access:

   • Use the ⬅️ arrow to remove one selection.

   • Use the ⏪ double-arrow to remove all.
     
     
     
      

4. Click 💾 Save when complete.

✅ User Setup Complete

The new user can now log in.
Provide them with:

• The URL of your Ideagen Workforce Safety system.

• Their User Name.

• Their Password (if not managed via SSO).