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Users

The Users tab in Settings is where a sysadmin or manager can view, add, and manage roles and permissions for your community. It’s a tool where you can create and customize a role to ensure that each member has the appropriate level of access.

To access this feature in TheWorxHub:

Click Settings on the navigation menu and go to the Users tab.
User Roles will appear in either the Standard Roles section or the My Roles section. *Note: The Standard Roles section contains roles that are included with your account, while the My Roles section contains any roles that you have created. If you see Corporate Roles, those user roles are controlled by your community.

User roles

How to create a user role

You can either choose the Copy Role option or the New Role option to create a new user role. *Note: Before adding a new user role, we highly recommend checking your staff list to ensure that a team member is not already in the system under a different role.

To use the Copy Role option:
- Select the Standard Roles closest to the desired User Role.
- Click the Copy Role button.
- Enter a name for the user role in the "Type New Role Name Here" box and click OK.
- Click on the Permissions for this role drop-down in the right column to review the permissions for the new role. *Note: For applications like Transportation, assigning permissions in TheWorxHub is not enough; you must also assign the staff member to the application to activate those permissions.
- Click Save to add this new user role. Learn more about User Permissions in the next section.
To use the New Role option:
- Click on the New Role button.
- Enter a name for the user role in the "Type New Role Name Here" box and click OK.
- Select any applicable permissions from a permission category drop-down to customize the type of access or restriction for the new role.
- Click Save to add this new user role. *Note: The role you have just created will appear in the My Roles section.

Bright Idea:

We recommend editing/changing a staff member's role through their user profile to ensure they are properly removed from their previous role. We do not recommend changing a staff member's role by going into the Users settings. If you need to batch edit a pool of users, please refer to our guide on batch editing staff.

User role descriptions

The left column of the user role setup section displays three role types:

Standard Roles:

These are pre-configured roles included with your account, featuring preset default permissions. Examples include Supervisors and Requestors.

Corporate Roles:

Similar to Standard Roles, Corporate Roles are controlled by your community and cannot be edited. *Note: Corporate Managers may have different permissions coverage compared to Standard Managers due to the distinct nature of their work activities.

My Roles:

Any new role created via the New Role option will appear in this list.

Bright Idea:

There are specific permissions we recommend defining for each role. We have created a handy PDF as a starting point for configuring your user roles. Please note that Technicians also have access to the Overdue, Due Today, Compliance, and High Risk tabs.

User permissions

To view the access associated with the role you've created, click on the Permissions for this role drop-down. *Note: The permissions for pre-configured roles are controlled by TheWorxHub and cannot be edited. If you wish to customize permissions, you can remove users from a pre-configured role and reassign them to a new role using the "New Role" option.

Bright Idea:

When customizing permissions for a new user role, ensure the relevant application is turned on in their user profile. For example, if you want to customize a user role with Security permissions, the Security application must be activated to impact their access for the relevant department.

User permission descriptions

The following categories describe the building blocks that show how user permissions work:

General permissions

Search Tab	Enables access to the Search menu for quick record searching in TheWorxHub. The available categories depend on the user's permission settings. Read more here.
Calendar Tab	Provides access to the Calendar menu for a visual overview of work schedules and staff availability. Read more here.
Reports Tab	Grants access to the Reports menu for reporting tools, including adding favorites from the library. You can find report templates from the TheWorxHub team sorted by category.
Settings Tab	Shows the Settings menu, allowing admin roles to specify TheWorxHub account Settings access. Turn on related permissions for features like Users, Location, Surveys, and Templates.
Actions Tab	Opens the Actions menu for features such as Batch Edit Assets, Barcoding, Scheduled WO Updates, and Batch Edit Staff. Generate barcodes for Locations, Assets, or Inventory items with this permission. Ensure "Can Batch Edit Assets" is activated under the Assets permissions drop-down.
See all Applications	Shows all purchased TheWorxHub applications for your account.
Unassign User-Defined Barcodes	Allows unassigning barcodes from assets, locations, and inventory items. The "Unassign'' link will appear beneath the barcode space when activated. Read more here.

Dashboard permissions

Dashboard Tabs Permissions	Choose from Overview, Pulse, Requestor, and Project tabs based on your community’s purchased applications to filter the data that your Dashboard displays.
Overview Tab	View department details needing attention in one place. Use Work Orders and Reminders sections to manage workflow. Read more here.
Pulse Tab	Track activity through Staff Assignments, Running Timers, Logged Hours, and Recently Completed work orders. Only the user with this permission turned on is allowed to have access.
Requestor Tab	Grants access to the Request portal to make new requests or review the recent requests made.
Project Tab	Manage on-going or add new projects for your community’s.

Work Orders Section	This section gives access to the Work Orders section in the Dashboard Overview tab. Be sure to match with the permissions in the Work Order category.
Pending Requests	Displays a real-time count of total pending requests in the Work Orders section. Activate the Can Accept Request permission as well to accept a request.
Work Orders - Incomplete	Displays a real-time count of incomplete work orders in the Work Orders section.
Staff Schedule	Grants access to the Staff Schedule dashboard.
Work Orders - Due Today	Displays a real-time count of total work orders due on the day in the Work Orders section.
Work Orders - Overdue	Displays a real-time count of total overdue work orders in the Work Orders section.
Work Orders - Unassigned	Displays a real-time count of unassigned work orders in the Work Orders section. To enable the role to be assigned work, turn on the Can Be Assigned to Work permission from the Work Orders category.
Work Orders - Incomplete Sched	Displays a real-time count of incomplete scheduled work orders in the Work Orders section.
Work Orders - Routine Duties	Displays a real-time count of total routine duties in the Work Orders section. Examples include common housekeeping, maintenance, and room booking tasks.
Work Orders - Just My Work	Displays all work specified for the role with a real-time count in the Work Orders section. Streamline and expedite the workday more efficiently, recommended for a Technician role.

Reminders Section	This section gives access to the Reminders section in the Dashboard Overview tab.
Reminders - Upcoming Sched WO	Displays a real-time count of upcoming scheduled work orders in the Reminders section. Activate along with the Add & Search Scheduled Work Orders permission.
Reminders - Open QA Surveys	Displays a real-time count of active quality surveys in the Reminders section.
Reminders - Approvals Required	Displays a real-time count of operational approvals needing attention in the Reminders section, such as invoicing or inspections.
Reminders - On Hold	Displays a real-time count of on-hold work orders in the Reminders section. The authorized role is able to see the "View and Update Status" links to resume these work orders.
Reminders - Billings to Send	Displays a real-time count of relevant billings to send out in the Reminders section.
Reminders - Contract Expiry	Displays a real-time count of expiring contracts for contractors or suppliers in the Reminders section, information you can find in the General Info section of the contractor form.
Reminders - COI Expiry	Displays a real-time count of COI expirations for contractors or suppliers in the Reminders section. When COI expiry items are populated, the Review Work History, Update COI Info, and Remove Reminder options will be visible on each item.
Reminders - Custom Expiry	Displays a real-time count of expiring warranties in the Reminders section.
Reminders - Asset Warranty Expiry	Displays a real-time count of expiring asset warranties in the Reminders section. Be sure to turn on the Can View Asset Info from the Assets permission as well.
Reminders - Inventory to Reorder	Displays a count of inventory to reorder in the Reminders section. Manage reordering via available options on each inventory item. Turn on appropriate POs & Inventory permissions as well. Read more here.
Reminders - Staff	Displays a real-time count of staff-related reminders. You can manage staff reminders, such as licenses and certifications, from the Dashboard.
Work Orders - Compliance	Displays a real-time count of compliance-related work orders. Activate the Can See Compliance Checkbox permission to use the "Is Compliance Related" checkbox. Also, be sure to enable the Compliance Dashboard permission.
Work Orders - High Risk	Displays a real-time count of high-risk assets attached to work orders in the Work Orders section, defined by the high score an asset receives from the TheWorxHub Be sure to configure risk assessment for your assets to create a Biomed asset.

Work Orders permissions

Add & Search Work Orders	Allows adding and searching work orders, enabling approved and accepted work requests to be generated as work orders. Turn on the Can Use Templates permission as well to expedite adding work orders from our templates. Read more here.
Add & Search Scheduled Work Orders	Allows adding and searching scheduled work orders for recurring tasks, enabling schedules to generate work orders at desired intervals. Turn on the Can Use Templates permission as well to expedite adding work orders from our templates. Read more here.
Add & Search Requests	Allows adding and searching work requests via the Requestor tab, enabling you to fill in a request with the location and asset involved. Turn on the Can Use Templates permission as well to expedite adding requests from our templates. Read more here.
Can Create & Edit Task List	Enables the Task List option when creating a work order, reflecting completed task lists for editing.
Can Enter Task List Results	Allows using a Task List feature, enabling the Edit Results link for you to review, edit, and mark each task on the list.
Can Edit Due Date	Allows using the Due Date section of the Work Order form for editing.
Can Be Assigned to Work	Allows the role to be assigned to work orders, appearing on the Assigned Labor section of the form.
Can Assign Others	Grants admin roles the ability to assign labor to work orders. Use the Labor panel of the Work Order form or the Assign Someone link on the work order from the Dashboard.
Can View Pay Rates	Allows viewing the pay rates for the staff members on their profiles in the Pay Rates section of the Staff form.
Can Use Templates	Allows using the TheWorxHub library of work order templates available for all users.
Can Add Meter Readings	Allows adding a new meter reading from the Add button or from a work order. Select a registered meter of sites and assets to create a new meter reading. Activate the Misc permission for Settings as well to access site meters.
Can Edit Meter Reading Requirements	Gives the role the ability to edit meter reading requirements.
Can Accept Requests	Allows accepting a request and turning it into a work order. If the user can be assigned as labor, the Accept & Assign Me option will appear on the Pending Request Dashboard panel. Read more here.
Can Reject Requests	Enables the Reject link on a request. If you have turned on the Pending Requests permission for your Dashboard, you can review and reject a request from the Dashboard.
Can Print Requests	Allows printing requests from the Dashboard, enabling the "Print" or "Print With Log" links.
Can Reroute Requests	Enables the "Reroute" link you can use to reroute a request to a different application from the Dashboard.
Can Reject Work Orders	Allows updating the status of a work order to Rejected from the Dashboard, where you can click on the "Update Status" link that appears.
Can Cancel Work Orders	Allows updating the status of a work order to Cancelled from the Dashboard, where you can click on the "Update Status" link that appears.
Can Edit Labor Time (Hour & Minute)	Allows adding or editing the labor time, enabling the "Enter Labor Time" link via the Dashboard and the "Log New Time" field in the Assigned Labor section on the Work Order form. Read more here.
Can Batch Update Scheduled WOs	Allows updating multiple scheduled work orders at one time using the Batch Edit feature available in the Actions menu.
Can See Compliance Checkbox	Shows the "Is Compliance Related" checkbox if the work will be performed to fulfill a compliance requirement. Turn on the Compliance Dashboard permission as well under the Dashboard category to access our Compliance Dashboard.
Requestors Can Link Assets	Enables linking an asset when viewing a work order, either from the desktop, where you can open the Asset drop-down of the Work Order form, or from a work order via the Link Asset panel on mobile.
Can View Work Order Costs	Allows viewing work order costs from the Costs panel for admin users.
Can Edit Work Order Costs	Allows admin roles to edit work order costs, enabling the Costs panel. You will be able to use the Edit icon to select the cost you would like to edit.
Can Unassign Labor	Allows unassigning labor from work orders for admin roles, enabling the "Unassign?" link on the assigned labor’s profile.
Can Ignore Required Labor Time	Allows completing work orders without logging labor time, overriding the Require Labor Time setting.
Open Work	Allows viewing work orders that have not been completed yet. You can flip the Show Open Work toggle in Space Management to display all open work close to the location of a work order to access relevant drawings.

Assets permissions

Can View Asset Info	Allows access to asset information links from various sources, including the Search menu, work orders, barcodes, and Asset Reminders on the Dashboard. Default for Managers, Supervisors, or Technicians.
Can Add/Edit Asset Info	Enables adding and editing asset information, including adding new assets and editing existing ones from the Assets tab in Search. Read more here.
Can Batch Edit Assets	Enables the Batch Edit Assets tab in Actions. Read more here.
Can Edit Asset Risk Assessments (only for Biomed Assets)	Enables the Risk tab in Settings to edit Asset Risk Assessments for Biomed assets. Utilize the Risk Scoring and Risk Threshold options for in-depth assessment. Available when you purchase the Biomed module.

Staff/Contractors permissions

Can View Staff/Contractor Info	Allows viewing of staff and contractor information via the Staff/Contractors tab in Search, accessing their profile by clicking on their name.
Can Add/Edit Staff/Contractor Info	Enables adding and editing staff and contractor information via the Staff/Contractors tab in Search or via the Add button, including editing selected staff profiles and adding new staff, contractor, or supplier information. Use the User Profile for changing a role.
Can Deactivate Staff/Contractors	Enables deactivating staff and contractors that are no longer active on the Staff/Contractor Information form by unassigning and reassigning all open assignments first. Read more here.
Can Batch Edit Staff	Enables batch editing staff members, including batch deactivation of staff no longer with the community. Read more here.

POs & Inventory permissions

Add & Search POs and Inventory	Allows adding and searching POs and inventory via the PO/Inventory tab in Settings, as well as using "Inventory Item" and "Purchase Order" links via the Add button and accessing POs and Inventory tabs in Search. Recommended for Manager, Supervisor, and Technician. Read more here.
Can Assign Inventory to Work Orders	Allows associating inventory items to work orders once added to your TheWorxHub account.
Can Change PO Status	Enables changing PO Status visible on the Purchase Info form and viewing PO status history in the Log panel.
Can Perform Inventory Adjustments	Allows managing inventory levels by tracking work order costs and performing inventory adjustment.

Transportation

Dashboard - Trip Requests	Displays a real-time count of your community's trip requests in the Trips & WOs section.
Dashboard - Just My Trips	Displays a real-time count of trips for the "Driver" user role, streamlining your day-to-day trips. Read more here.
Dashboard - All Trips	Displays a real-time count of all types of trips that have been added to your community's account.
Dashboard - Work Orders	Displays a real-time count of total work orders on the Transportation Dashboard.
Reminders - Trip Billings	Displays a real-time count of your community's active trip billings in the Reminders section.
Reminders - Drivers	Displays a real-time count of your community's drivers in the Reminders section.
Reminders - Vehicles	Displays a real-time count of your community's vehicles for the Transportation department in the Reminders section.
Reminders - Service Contract Expiry	Displays a real-time count of your community's service contract expirations related to the Transportation department in the Reminders section.
Reminders - COI Expiry	Displays a real-time count of your community's COI expirations related to the Transportation department in the Reminders section.
Reminders - Custom Expiry	Displays a real-time count of your community's custom expirations related to the Transportation department in the Reminders section.
Reminders - Inventory to Reorder	Displays a real-time count of the Transportation department's inventory items that need to be reordered in the Reminders section.
Can Assigned a Driver	Apply this permission to any existing user roles responsible for other tasks, such as janitorial duties, and need to be assigned as drivers.
Add & Search Trip Requests	Allows adding and searching trip requests on the Transportation Dashboard.
Add & Search Trips	Allows adding and searching trips on the Transportation Dashboard. Read more here.
Allows Passengers to Shareable Trips	Enables the Sharable option for added trips, allowing other passengers to join.
Visible on Requestor Calendar	Enables trips visibility on the requestor's calendar.
Can Create Ad Hoc Passenger	Allows the creation of ad hoc passengers for trips.
View Transportation Calendar	Enables viewing the Transportation calendar for the Transportation department.

Settings permissions

Users	Enables access to the Users tab in Settings for viewing, adding, and managing User Roles and Permissions for admin users.
Location	Enables access to the Location tab in Settings for managing locations and adding new ones via the Location Manager.
Surveys	Enables access to the Surveys/Inspect tab in Settings for publishing new surveys or inspections and adding new work order survey rules.
Templates	Enables access to the Templates tab in Settings for using and adding work order and scheduled work order templates.
Pick Lists	Enables access to the Pick Lists tab in Settings for configuring pick lists like Work Order Category, Priority, and Asset Subcategory, enabling personalized data reporting and tracking.
Work Order	Enables access to the Work Order tab in Settings for configuring basic work order settings, work routing rules, teams, and budgets.
Projects	Enables access to the Projects tab in Settings for managing collections of work orders based on project types. When activated, a link is added to the global Add button.
Safety	Enables access to the Safety tab in Settings for adding safety notes relevant to maintaining a safe work environment.
Misc	Enables access to the Misc tab in Settings for managing site meters, request notifications, Security App, alerts, service areas, compliance settings, and more.
PO/Inventory	Enables access to the PO/Inventory tab in Settings for configuring tax settings, shipping and billing addresses, and PO settings.
Transportation	Enables access to the Transportation tab in Settings for configuring your community's Transportation Dashboard.

Activities permissions

Manage/Update Activities	Allows you to manage and update your community's activities via the Activities Dashboard.
Approve Activity Requests	Allows you to approve your community's activity requests.
Add Activities (No Approval Required)	Allows adding activities without requiring approval.
Add Activity Request	Allows adding activity requests for the requestor role.
Search/View Activities	Allows searching and viewing activities on the Activities Dashboard.
Can Add Attendees	Allows adding attendees to the added activity.

Security permissions

Can Add Rounds Template	Enables creating a Rounds template, similar to a work order template. Rounds templates to build the round schedule.
Can Start/Stop Rounds Instance	Enables starting and stopping a round instance, as they can perform an individual security round.
Can Create New Incident	Enables creating a new report for a security-related issue found during a security round.
Can View Open Incidents	Allows viewing open security incidents, regardless of whether the role submitted the incident themselves.
Can Add Incident Outcomes	Allows entering information about the outcome of an incident, regardless of whether the role submitted the incident themselves.
Can View Private Incidents	Allows viewing all incidents set as private from the security app. Learn how to add a security user here.

Reports

Work Order Reports	Allows running comprehensive Work Order reports, including Simple Work Order Listing, Work Order Audit, Staff Audit, Work Order Cost Details, and Response Time Analysis.
Project Reports	Allows running Project reports via the Projects tab in Reports, enabling the Project Summary and Project Analysis features.
Staff/Contractor Reports	Allows running Staff/Contractor reports via the Staff/Contractors tab in Reports, enabling features like Staff Schedules, Labor Productivity, and Contractor Listing.
Asset Reports	Allows running Asset reports via the Asset tab in Reports, enabling features like Asset Listing, Batteries, and Meter Reading Audit Report.
Inventory Reports	Allows running Inventory reports via the Inventory & POs tab in Reports, enabling features like Inventory Listing and Full Page Barcode.
Survey Reports	Allows running Survey reports via the Surveys/Inspections tab in Reports, enabling features like Survey Form, Survey Analysis, and Top Inspection Deficiencies.
Trip Reports	Allows running Trips reports via the Trip tab in Reports, enabling Trip Listing features.
Security Reports	Allows running all Security reports via the Security tab in Reports, enabling the Incident Listings, Incident Analysis, and Daily Logs features. Access to Security Reports is a separate permission from the other Security permissions.
Room Booking Reports	Allows running Room Booking reports via the Room Bookings tab in Report, enabling Room Booking Listing features.
Can Share Favorites with Other Roles	Grants access to reports saved as favorite, enabling the Add Favorite from Library and Add Favorite Group features.

File Library permissions

View Asset Files	Allows viewing of all registered files related to your community’s assets in the File Library.
View Work Order Files	Allows viewing of all registered files related to your community’s work orders in the File Library.
View Unit/Location Files	Allows viewing of all registered files related to your community’s unit or location in the File Library.
View Resident Files	Allows viewing of all registered files related to residents in your community in the File Library.
View Inventory Files	Allows viewing of all registered files related to your community’s inventory in the File Library.
View Purchase Order Files	Allows viewing of all registered files related to your community’s POs in the File Library.
View Staff/Contractor Files	Allows viewing of all registered files uploaded by specific staff or contractors in the File Library.
View Project Files	Allows viewing of all registered files related to your projects in the File Library.
View Room Booking Files	Allows viewing of all registered files related to your community's room bookings in the File Library.
View Security App Files	Allows viewing of all registered files related to the Security App in the File Library.
View Space Management Files	Allows viewing of all registered files related to the Space Management application in the File Library.
Add & Replace File Library Files	Allows adding a file directly to File Manager by choosing a file from your computer, linking a file from a Dropbox account, or linking a document or webpage from a URL. This also enables the Replace File function.
Can Deactivate Files	Allows deactivating and viewing files no longer relevant to an operation.

Biomed Asset Models permissions

*Note: Senior Living accounts can see this panel with the purchase of the Biomed module.
View Only	Gives access to the Asset List in Assets for viewing Biomed asset models.
Can Add Asset Models	Allows completing required information on the New Model page in Assets to submit new asset models.
Can Approve Asset Models	Allows admin roles to approve any new models submitted from the Asset Models Dashboard.
Can Update Approved Asset Models	Allows editing information on an asset model once created and approved, granting access to the model dashboard for applying updates to all information about associated assets.
Can Reject Asset Models	Allows the administrative role to reject asset models submitted via the Asset Models Dashboard.

Add & Search Surveys/Inspections	Enables adding and searching for surveys and inspections for admin roles in the Survey/Inspect tab in Settings with the purchased Surveys and Inspection application.
Rounds Dashboard	Grants admin roles access to the Deficiency Dashboard tab in Rounds, allowing review of any open deficiencies for completion or community history with completed deficiencies.

Resident Restrictions	Grants access to resident information. Only select this permission when access to resident requests is necessary.
Can View Residents Info	Allows viewing information about residents in your community on the Resident Information form via the Locations/Residents tab in Search.
Can Edit Residents Info	Allows editing information related to your community's residents. Read more here.

Can View Location Info	Allows viewing location information via the Location Manager in Settings. Recommended for janitors.
Can Add/Edit Location Info	Allows adding and editing location information via the Location Manager in Settings. Recommended for admin roles overseeing work locations.
Can Edit Partner Location Integration IDs	Allows editing partner location integrated IDs.

Can View Catering Dashboard	Allows viewing the Catering Dashboard with a real-time count of catering items under the Room Bookings panel for the role responsible for your community's catering or dietary team.
Can Add Or Edit Catering Items	Allows adding or editing catering items on the Catering Dashboard.

Can Explore Drawings	Gives access to the Space Management Dashboard for viewing drawings.
Can Edit Drawings	Gives access to the Space Management Dashboard for uploading and editing drawings. Read more here.

Users

User roles

How to create a user role

User role descriptions

User permissions

User permission descriptions

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Can view calendar for others	Enables viewing the schedules of other staff members using the Calendar feature, overseeing work schedules, appointments, and staff availability. Read more here.

Can Add Bulletin from Add Menu	Allows admin roles to send out interdepartmental or facility-wide messaging for a time-sensitive topic via the Add button as well as the Misc tab in Settings. Read more here.

Can Import Resident Data	Enables the Resident Sync Module to extract resident census data directly from your Electronic Health Record (EHR) system and import it into your senior living organization's TheWorxHub account. Read more here.