Scanners, Permissions & Settings
Assign compliance scanners and site administrators; configure tenant presence and navigation settings
Roles in Site Management
Site Management uses a layered permission model. Understanding who can do what prevents misconfigured access at gates and construction sites.
| Role | How assigned | Can do |
|---|---|---|
| Tenant admin | Platform admin role | Create sites, all-sites rules, assign site administrators, full scanner access, contractor management, risk assessments admin |
| Site administrator | Per-site in Scanners & administrators (tenant admin assigns) | Edit per-site requirements and scanners; start/end evacuations; manage muster points and sign-off QR for assigned sites |
| Compliance scanner | Per-site in Scanners & administrators | Run compliance scans at assigned sites; view Site Management dashboard for those sites |
| Learner / contractor | Standard user or temp-staff | Show compliance passport QR; complete assigned training and risk assessments |
Standalone Site Management nav
Users who are compliance scanners or site administrators (but not tenant admins) see Site Management in the main sidebar — not under Admin. They can open the compliance scanner and configure per-site settings for their assigned sites only.
Assign compliance scanners
Compliance scanners are gate staff, reception, or site supervisors who scan worker passport QR codes at entry. They need Site Management access for their assigned sites only.
Open Scanners & administrators
Site Management → Site settings → left nav Scanners & administrators. Select the Site from the dropdown.
Add a scanner
Under Add user, search by name or email (Search by name or email…). Click Scanner next to the user to add them to the Compliance scanners list for that site.
Remove access
Click Remove next to a user in the Compliance scanners list. Removal takes effect immediately — the user loses scanner access for that site.
Tip
/admin/compliance-scan. If a site is selected on the dashboard, the scanner link includes ?siteId=… to pre-fill the site dropdown.Assign site administrators
Tenant administrators only. Site administrators delegate day-to-day site configuration without granting full tenant admin rights.
Add a site administrator
In the same Scanners & administrators section, search for the user and click Admin (visible to tenant admins only). The user appears in the Site administrators list.
What site administrators can configure
Site administrators for a site can:
- Add and remove per-site compliance requirements
- Add and remove compliance scanners (not other site administrators)
- Manage muster point QR codes and sign-off QR posters
- Start and end evacuations (drill, live, or test)
- Open the on-site register and print attendance
Warning
Scanner capabilities vs managers
On the compliance scan page, some actions require manager or tenant admin rights — not scanner-only access:
| Action | Scanner | Site admin | Tenant admin / manager |
|---|---|---|---|
| Scan passport QR | Yes | Yes | Yes |
| View GREEN / AMBER / Entry Denied result | Yes | Yes | Yes |
| Approve AMBER entry (temporary) | No | No | Yes |
| Assign missing training from scan result | No | No | Yes |
| Download bulk passport QR pack (ZIP) | No | No | Yes |
See Compliance Scanner for full scan workflow details.
Tenant settings: presence & muster
Site settings → Presence, muster & check-in message (tenant admin only). Click Save settings after changes.
| Setting | Default | Purpose |
|---|---|---|
| Presence auto logout (hours) | 10 | Automatically closes stale on-site presence records (1–168 hours) |
| Muster pre-link lookback (hours) | 6 | Links a recent site presence record to a muster QR check-in (1–168 hours) |
| Muster check-in confirmation | Built-in default | Message shown after a successful muster QR scan; leave blank to use the platform default |
Tip
For day-to-day muster and evacuation operations, see Presence, Muster & Evacuations.
Learner navigation
When the risk module is enabled (features.riskAssessment), Site settings includes a Learner navigation section (tenant admin only).
Hide Risk assessments from sidebar
Check Hide Risk assessments from learner navigation, then click Save navigation preference.
What is unaffected
Hiding the nav link does not remove template assignments, dashboard tasks, direct URLs at /risk-assessments, or admin tools. Learners can still complete assigned assessments via email links or the dashboard.
Tip
Setup checklist for a new site
- Create the site (tenant admin) — see Creating Sites
- Add per-site compliance requirements if the site has local rules
- Assign at least one compliance scanner for gate operations
- Optionally assign a site administrator for delegated management
- Configure muster points and sign-off QR if using presence tracking
- Run a test scan — see Compliance Scanner guide