Staff management involves creating and managing the staff that are wearing Kontakt.io Smart Badges. Those wearing a badge are required to be added to Staff Safe and assigned to their badge (tag). Once added and assigned to a badge, staff can activate an alert from their badge.
Tip: You can also add and manage staff from Company Settings. Kontakt.io recommends use of Company Settings during the first-time setup of Staff Safe. In Company Settings, Staff Roles are Entity Types and Staff are Entities - which are located in the Entity Management menu.
The following staff management instructions are performed from the Staff Safe app.
Things to know
Staff management is available to the Staff Safe Administrator and User roles. Creating and managing Staff Roles and Staff Groups (under the Settings menu) requires the Administrator role.
Staff are required to be assigned to a Staff Role.
A Staff Role is a method to categorize staff by their roles within your organization. Staff Safe provides metrics by roles, and roles can also be assigned to Alert Rules. Staff Roles are Entity Types within Company Settings.
For example, in a healthcare setting roles may include Nurse, Physician, Medical Assistant, to Security. And in a workplace environment, roles could represent departments, teams, or a job type or classification.
Staff can optionally be assigned to Staff Groups.
Staff Groups provide an additional method to segment staff. Staff can be assigned to one or multiple groups. You can assign a Staff Group to an Alert Rule to define which staff the rule applies to.
Kontakt.io Smart Badges worn by a staff are identified as a Tags in the Kio apps.
Tags are Kontakt.io's IoT BLE devices that are either worn by people (Smart Badge, Nano Tag) or attached to things (Asset Tag).
There are a few Staff Management capabilities that can only be completed from Company Settings, which includes:
Editing the Staff Role assigned to Staff (Entity)
Editing a Staff Role's icon or color (Entity Type)
Editing the values set in a Staff Role's Status Group & Value (Entity Type)
Deleting Staff Roles (Entity Types)
Add a Staff Role
Staff Roles are a categorization of staff that commonly mirrors the types or roles or positions within your organization. All staff are required to be assigned to a Staff Role. Staff Roles are included in alert metrics and can also be assigned to Alert Rules.
From your Kontakt.io Launchpad, select Staff Safe.
From the Settings menu, select Staff Roles.
From the upper-right corner, select Create Staff Roles.
Configure the following settings:
Name: enter a unique name to identify the role.
Profile Type and Assigned Applications are automatically set to the Staff Safe values.
Select Next and update the Status Descriptor Status values for the role. Optional, and may or may not apply to your Staff Safe deployment.
The Status Descriptor is for use in Entity Type Rules. These rules provide the capability to automate the status of entities (assets or people) by their real-time room location.
Select Next > you can now create Attributes for the role > select Add Attribute. This is an optional setting.
Attributes set in a Staff Role are a form of metadata (information) that's provided for the staff assigned to the role. For example, this could include their job title, department, or contact information. Attributes can be set to required or optional.
Staff assigned to this role will inherit these Attributes and their values are provided when staff are added.
Select Create. Staff can now be assigned to this new role.
Note: The Staff Role's icon and color, which are displayed in maps, is managed from the Staff Role (Entity Type) in Company Settings.
Add Staff Groups
Staff Groups provide a method to group staff or segment staff. Staff can be assigned to one or multiple groups. You can assign a Staff Group to an Alert Rule to define which staff the rule applies to.
From your Kontakt.io Launchpad, select Staff Safe.
From the Settings menu, select Staff Groups.
You can create a group or add multiple groups at the same time.
To create a group, select Create Group > enter its Name and select a color > select Save.
To add multiple groups (bulk add), there must be one group created. To add multiple groups, select Export CSV > add the groups to the CSV file (do not delete or change the header row) > select Import CSV to add the groups.
Staff can now be assigned to the Staff Group from their profile.
Add staff
From your Kontakt.io Launchpad, select Staff Safe.
From the Settings menu, select Staff.
From the upper-right corner, select Create Staff. A new staff profile is created.
Configure the following settings.
Staff Role: from the drop-down list, select their role.
Staff ID: must be unique value; duplicates are not allowed. This could be the staff's ID within another system.
Staff Name: should identify the person; duplicates are allowed. Serves as an alias of their Staff ID or a secondary unique identifier.
Assigned Tag: select the Kontakt.io Smart Badge being given to the staff. The badge's unique ID and MAC address is printed on the badge. A badge can also be assigned at a later date.
Attributes: when the assigned Staff Role has required attributes, you will need to provide these values now.
When done, select SAVE.
If you need to assign a Staff Group, return to the Staff view and select the Staff's ID or Name. From their profile, you can then assign one to multiple groups.
Add multiple staff at one time (bulk import)
When you need to add a handful to hundreds of new Staff, you can leverage the export and import features. You'll first export a CSV file, add the staff to the file, and then import the file.
Important: Before you begin, be sure there is one staff for each Staff Role being added.
During this bulk add process, you will export a CSV file to serve as a template. Staff Roles may have different attributes, included in the export CSV file, and you want to ensure to have all settings when bulk adding staff.
For example, if you have multiple Staff Roles, such as a Nurse, Security, and Provider, you'll need one staff for each role before you begin.
From your Kontakt.io Launchpad, select Staff Safe.
From the Settings menu, select Staff.
From the Staff Type column, select its filter icon > enter the name of the Staff Role of the staff being added.
With the user(s) displayed for the Staff Role, select Export CSV.
From the Exported CSV file, add each user as a row and their column settings.
Do not delete or change the first row column names.
If there are settings that are not known, a staff profile can be updated once they are added to Staff Safe.
Once the file includes all users and saved, select Import CSV.
From the Staff menu, verify the new users have been added.