Using an HRIS sync or SSO? If your company has an HRIS integration, users are created and updated automatically in the background, and SSO handles sign-in. Use this article for one-off additions and changes, or contact Support about your sync.
Interested in having the Sospes Support/Implementation team set up an automated HRIS sync or SSO? Let us know!
Overview
Admins add, edit and deactivate users from Admin > Users. Each user record holds their profile, supervisor, home facility, and the roles that control what they can see and do in Sospes.
Who can do this: users with the Admin role.
Where: click Admin in the top navigation, then Users in the left-hand menu. The Users list shows each person's ID, name, job title, facility, supervisor, roles and active status. Use Filter by roles and Filter by companies to narrow the list, or the filter icon on any column header.
(1) Admin menu. (2) Users. (3) ADD USER. (4) Show inactive users. (5) View a user's roles.
Add a new user
- Go to Admin > Users and click ADD USER. The Create User form opens.
- Fill in the required fields (marked with *). See the field reference below.
- Leave IS ACTIVE checked (top right) so the user can log in.
- Add at least one role in the Roles panel (see the next section).
- Click SAVE at the bottom right. Use CLEAR to empty the form and start over.
(1) IS ACTIVE. (2) Username rules. (3) Role. (4) Business Unit. (5) Add the role.
Sospes doesn't email new users. After you save, send the user their username and starting password yourself. Their starting password is their birth date in MMDDYYYY format, the same value a password reset uses. Ask them to change it after first login (see How to change your password). If your company uses SSO, they sign in with SSO instead.
Field reference
| Field | Required | Notes |
|---|---|---|
| Company | Yes | Defaults to your company. Pick a sub-company for contractors or customers. |
| Employee Id | No | Your HR or payroll ID. Shows in the ID column of the Users list. |
| Username | Yes | What the user logs in with. Letters, numbers and _ + - . ! # $ ' ^ ` ~ @ only. Email addresses are not allowed. |
| First Name / Last Name | Yes | Middle Name is optional. |
| Supervisor | Yes | Drives who sees this person's reports and tasks. |
| Address 1, City, Country/State, Zip | Yes | Address 2 is optional. |
| Facility | Yes | The user's home facility. |
| Birth Date | Yes | Also used as the reset password (MMDDYYYY). |
| Gender | No | Male, Female or Other. |
| Phone / Extension | No | |
| Email Address | Yes | Used for alerts and notifications. |
| Years of Education | Yes | Defaults to 0. Legacy field; leave it at 0. |
| Job Title | Yes | |
| Hire Date | Yes | |
| Employment Type, Pay Rate | No | |
| Drivers License Number, State, Expiration | No | Useful for motor vehicle reports. |
Click SAVE at the bottom of the form when you're done.
Assign roles and business units
Roles control what a user can access. Every role is granted for a specific business unit, so a user can be an Admin in one business unit and a Supervisor in another.
- In the Roles panel on the right of the user form, pick a role from the Roles dropdown.
- Pick the Business Unit that role applies to.
- Click the + button. The role appears in the list below as Role - Business Unit.
- Repeat for each additional role. To remove one, click the red X next to it.
- Click SAVE.
Available roles: Admin, Asset Manager, Credential Admin, Document Librarian, Event Creator, Form Admin, Form Approver, Form Deletion, Incident Editor, Management, Safety Professional, SDS Admin, Supervisor, Task Manager and User Group Admin. See User Roles and Permissions for what each one grants.
The User Groups panel shows which groups the user belongs to. You don't edit it here: groups are managed under Admin > User Groups, including automatic group assignments.
To check someone's roles without opening their record, click the magnifying glass in the Roles column of the Users list.
Edit, reset a password, or deactivate a user
Edit a user: in Admin > Users, click the user's row. The Edit User form opens with their current details. Make your changes and click SAVE.
Reset a password: on the Edit User form, click RESET PASSWORD. The password resets to the user's birth date in MMDDYYYY format (for example, 07041990). Make sure the Birth Date on file is correct before you reset.
Deactivate a user: open their record, uncheck IS ACTIVE, and click SAVE. Inactive users can't log in, but their reports and history stay in Sospes. Deactivate instead of deleting when someone leaves.
Find or reactivate an inactive user: check Show inactive at the top right of the Users list. Open their record, check IS ACTIVE, and click SAVE.
(1) IS ACTIVE: uncheck to deactivate. (2) RESET PASSWORD. (3) Remove a role.
Tips and FAQ
The form won't save. Check every field marked with * (including Supervisor, Facility, Birth Date and Hire Date) and make sure the username has no spaces and isn't an email address.
Can a user log in with their email? No. Users log in with their username.
Someone changed jobs or sites. Update their Job Title, Facility and Supervisor on their record. Review their roles and business units at the same time.
Contractors: set Company to the contractor's sub-company so their reports stay separate.