There are three different user roles in DigiQuatics.
Standard users have limitations that are determined by Admin and SuperAdmin, typically according to the user's responsibilities, position(s), etc.
On each profile (which can be accessed via each staff name under the "Employees" menu, if you are a SuperAdmin or Admin) administrators can manually set module and feature access, for instance.
Setting module/feature access is recommended immediately after adding new employees, whether they're added via the importer (where you can set all employees module access at once using autofill) or one at a time.
SuperAdmins are essentially the chief account manager and have the ability to see and edit any information or records in the account or under the account settings. They can do absolutely everything in the account, from creating new Admins and SuperAdmins, to configuring settings, setting pay rates, and more.
(TIP: We recommend limiting all administrators to 1-3 SuperAdmins max and up to 5 Admins, but all accounts are unique and can certainly deviate from this advice!).
Admins generally have the same access as SuperAdmins throughout DigiQuatics but with a few exceptions:
They cannot access/grant the SuperAdmin privilege to themselves or others
They cannot see SuperAdmin files (i.e. HR files that can be uploaded to all users' profiles)
They cannot view archived employee profiles
The Admin role can best be thought of as an "Administrative Assistant" role. For example, the primary reasons for providing a user the Admin role is so that they can:
Access the account settings (upper right) to configure or edit (*select*) menu items
Access the Time Clock module to assist with payroll related activities ()
Access Employee Management (adding employees, editing users information such as pay rates, location access, and more)
NOTE: The privilege to edit the Scheduling Module is a separate option under every user's access box on their profile.
As an administrator, can provide Scheduling 'Modify' access to employees on their profile page, which allows them to create and process all schedule-related items and sub-features. This is useful when, for example, you may need to have one or more designated scheduling supervisors or pool managers that can create, edit, and publish the schedule, while an office support manager may only need the Admin role and is not responsible for Scheduling.
To provide a staff member or employee Admin or SuperAdmin status, navigate over to the Employees tab. Here you can click on any staff member's First or Last name and it will bring up their user profile. Scroll down towards the bottom and in the 'Admin' section of the profile you have the ability to toggle both Admin or SuperAdmin access on/off (click Edit to access these options). After making any changes, click Save.
There are a range of organizational scenarios in which multiple roles and levels of access can be very beneficial for aquatics and recreation departments alike. And that certainly harkens to a hallmark of DigiQuatics: flexibility by design!
Consult with one of our Customer Success Associates if you would like expert advice on how to best utilize this mix of user privileges and roles.
For an overview and general tips for DigiQuatics Administrators, watch below:
External/Client Access
Here's an occasional question we often get from pool management companies using DigiQuatics: "What if I have a customer/client who would like access to reporting or data from their pool or locations?"
Currently there is not a special "portal" or login other than the access/roles described above for cases like this. It's important to understand the implications of adding "employees" who aren't really employees. However, the advantage of DigiQuatics being a location based software is that you can provide access to only one or a specific set of locations, and thus data (including employees) associated with only that location will be visible.
Here's a synopsis of best practices and what to expect if you add an external login (just as you would any employee) with limited access:
First, review the above three roles described at the top of this article. You're likely to conclude in short order that there is only one login option that is best for a case like this: a standard user role (non-admin). Any other level of access would mean all employee profile data would be accessible, Time Clocks included, as well as account settings. If you are a company or organization, be wary of providing this level of access externally, and if you do, be sure to have terms and policies in place to support such a relationship.
You can add a standard user with just a valid phone number (and an undisclosed invalid email e.g. "[email protected]") to set-up specific text alerts/notifications for such a user, but that would be a very limited experience (i.e. receiving alerts for chemical records outside their setpoints and maintenance issues). This is seldom recommended, but it highlights the most limited user set-up. (If the email is invalid and undisclosed, the user would not know what email to use to login). This is an extreme example, but it does allow for some notifications. Use a valid email set-up email notifications for the user. (You can manually monitor logins if not logging in is part of the agreement between your company/organization and the external client/user).
The best ✅option: provide limited module access to a standard user and "view only" Schedule permissions. This is viable as it excludes access to Time Clock records (an admin privilege) and provides detail for shifts. It does not including access to the Schedule Reporting page. There would be no reason to provide position access (without it, the user will not see open sub requests or open shifts).
Additional notes on this level of access:
Location access does it all: the user will only have access to data associated with that location. Couple this with module access and you can limit data access to select modules.
Employees information will be accessible (email and phone number) on the Employees page unless an employee has requested to hide this information (an admin can do this under the "Admin" box on their profile). But the user will only see employees associated with that location.
Chemical Records can be added, viewed, and edited (standard users can edit chemical records, however keep in mind there is a detailed audit log of changes made to all records. This is accessible to admins when clicking "View History" on a log).
Similar to Chemical Records, Maintenance Issues can be added, viewed, and edited, and comments can be made.
Custom (Completed) Forms history would be visible if they pertain to the location in question and the user has been granted "Modify" access via the Custom Forms Access Editor. This would be the only way to see history of completed forms. Audit logs are not available for completed forms.
Note that adding an external user counts toward the total number of active employees on your plan.
Conclusion
Every use case is different. Though we hope the above section is helpful (for general understanding on standard employee access additionally) as you weigh the pros and cons of adding an external user, always take the time to test and tease out what is most optimal for your operations.