Employees are set up by the organization's administrator. For each employee, the administrator selects the facilities — the employee sees and enters data only for those — and the permissions, in a table whose rows are sections and whose columns are “View”, “Create”, “Edit” and “Delete”. The login and password are emailed to the employee and shown on screen once.
How to add an employee
- Open “Personal account”, go to the “Employees and roles” tab and click “Add employee”.
- Enter the last name, first name, email and phone number with the country code; the middle name and job title are optional. The email becomes the login and cannot be changed later.
- Select at least one facility and the permissions.
- By default, the platform generates the password (“Let the platform create it”), but you can also set it manually.
- Once the employee is created, the login and password are shown on screen once with a “Copy” button and emailed to the employee. If the email could not be confirmed as sent, pass the sign-in details on yourself.
You can also add an employee on a facility's page, in the “Facility employees” block (“Assign employee” or “New employee”), and in the last step of the new facility wizard.
Permissions: section × action
| Section | View | Create | Edit | Delete |
|---|---|---|---|---|
| GHG data | data and calculations | add emission sources | enter and save data | archive sources |
| Documents | view and download | upload | attach to values | detach |
- Ticking any action automatically ticks “View” for that section, and clearing “View” clears the whole section: without viewing, the other actions are of no use.
- Permissions apply to all of the employee's facilities.
- New permissions take effect once the employee refreshes the page or signs in again.
- Sections for other contours will appear in the table once those contours open.
Permissions and facilities are edited directly in the employee's card to the right of the list and saved with a single “Save” button at the bottom. Moving to another employee with unsaved changes requires confirmation.
Example: a team of three
| Employee | Facilities | GHG data | Documents |
|---|---|---|---|
| Boiler house energy engineer | Boiler house No. 1 | view, create, edit | view, create, edit |
| Accountant | all facilities | view, edit | view, create, edit |
| Manager | all facilities | view | view |
The energy engineer sets up equipment and enters fuel consumption, the accountant enters energy quantities from the bills and attaches the bills themselves, and the manager reviews the totals. It makes sense to reserve delete rights — archiving sources and detaching documents — for whoever is responsible for the list of sources.
Status, password, 2FA and removal
Less frequent actions are grouped under “Details, status, password and removal”:
- Status. “On leave” — access is kept. “Inactive” or “Dismissed” — sign-in is blocked, sessions end and any assignment as a facility's responsible person is cleared; data, facilities and permissions remain, and the “Active” status restores access.
- “Reset password”. A new password is emailed to the employee, and all their open sessions end.
- “Reset 2FA”. Use it if the employee has lost their phone and recovery codes: their sessions end, and they connect the app again the next time they sign in.
- “Delete”. The employee disappears from the list and can no longer sign in; their links to facilities are removed. The data they entered and their name in the change history remain, and the email cannot be reused for a new employee. Deletion cannot be undone.
Frequently asked questions
An employee can't see their new permissions. Why?
Permissions take effect after the employee refreshes the page or signs in again.
An employee has forgotten their password. What should I do?
The administrator clicks “Reset password” in the employee's card, and a new password is emailed to the employee.
How is “Inactive” different from deleting an employee?
The “Inactive” status blocks sign-in but keeps everything, and access can be restored with the “Active” status. Deletion is irreversible. If the person is simply not working, set them to “Inactive”.
How do I assign a responsible person for a facility?
The responsible person is chosen in the facility card: personal account, “Facilities” tab, “Edit” button, “Responsible” field. Only an employee assigned to that facility can be selected. More in Facilities in the platform.