Access to Entity Manager is managed in the Users app in the Kio Cloud section of the Launchpad, not within Entity Manager itself. Each person who needs access must have a user profile and be assigned an Entity Manager role. An app appears on a user's Kontakt.io Launchpad only if they are assigned a role for it.
Roles are assigned by a user with the User Management Administrator role. See Add a user and Assign roles and access to a user.
What makes up a user's access
- Role controls which menus a user has access to and their permissions — the Assets page, the Staff page, or both in the web app, and the mobile app.
- Campus access, set in the Users app, applies across Kio Cloud apps and can limit a user to specific campuses.
Roles
Entity Manager has three roles.
| Role | Who it's for |
|---|---|
| Asset Manager | People who manage assets — gives access to the Assets page in the Entity Manager web app. |
| Staff Manager | People who manage staff and their Smart Badges — gives access to the Staff page in the Entity Manager web app. |
| Mobile User | Equipment and badge coordinators who assign tags to assets and Smart Badges to staff using the Kio Entity Manager mobile app. Grants permissions to the Entity Manager mobile app only, not the web app. See About user access to Kio Entity Manager. |
What each role can do
Yes means the role has the permission; No means it does not.
| Permission | Asset Manager | Staff Manager | Mobile User |
|---|---|---|---|
| Permission to the Assets page in the Entity Manager web app — view, create, edit, import, export, and assign tags to assets | Yes | No | No |
| Permission to the Staff page in the Entity Manager web app — view, create, edit, import, export, and assign Smart Badges to staff | No | Yes | No |
| Permission to the Kio Entity Manager mobile app — assign tags to assets and Smart Badges to staff | No | No | Yes |
A user assigned only Asset Manager or Staff Manager sees only that web page; a user with neither web role sees a no-access message in the web app. If a page you expect is missing, the user profile is likely missing the matching role — contact your administrator.
How users and Groups are managed
How users are created and maintained depends on whether your organization uses single sign-on (SSO):
- Managed users are created and maintained directly in the Users app. A Managed Group can assign roles and campus access to several users at once.
- SSO users sign in through your identity provider, which supplies their identity, roles, and campus access. These sync into the Users app as view-only — you change them in the identity provider.
Instead of setting roles and campus access in each person's profile, you can assign them to a Group and add members to it. Members inherit the Group's application roles and campus access in addition to anything set directly on their profile. See About Groups, Assign application roles to a Group, and Assign campuses to a Group.
The tasks for managing users are shared across all Kio apps and live in the Users app:
- Add a user — create a managed user.
- Assign roles and access to a user — give a person an Entity Manager role and set campus access.
- Enable, disable, or delete a user — change or remove a person's access.
Roles that live outside Entity Manager
- User Management Administrator — required to create users and assign Entity Manager roles in the Users app.