Using Roles

Overview

Roles allow you to streamline your building operations by automating your organization's standard operating procedures by making sure that the right work is assigned to the right person at your properties.

Once your Users or Teams are associated with a particular role, like Property Manager or Concierge, they will automatically receive all Tasks assigned to their Roles at their buildings. You can set up Roles through a User's settings, a Team's settings, or a specific property's settings.

BEST PRACTICE: Assign Roles to all Tasks in your Workflows when you create them, and make sure you have Users or Teams associated with all of the Roles that you assign work to.

The table below shows you some examples of how Roles can be used at an organization.

Sometimes Roles are fulfilled by one person and sometimes Roles are fulfilled by a team of people. InCheck offers you the flexibility to choose the set up that works best for you and your organization.

Assign Roles to a User

You can edit an existing User's Roles or assign a User to specific Roles when creating a new User.

To edit a current User's Roles:

1. Click the circular icon (the one that contains your initials or your picture) in the upper right-hand corner
2. Click Company
3. Click User Administration
4. Click the pencil icon next to the User you'd like to edit
5. Add the Roles and properties from the drop-down menus.
6. Click Save

BEST PRACTICE: Make sure to update Users' Roles in InCheck when there are changes at your organization.

To assign User Roles when creating a new user:

1. Follow the instructions for adding a new user
2. Add the Roles and properties from the drop-down menus.
3. Click Save

Assign a Role to a Team

(InCheck Feature)

If you have a group of people that fulfill a role at a group of buildings, you can assign that Role to the whole Team.

To assign a Role to a new Team:

1. Click the circular icon (the one that contains your initials or your picture) in the upper right-hand corner
2. Click Company
3. Click Teams
4. Click Create Team 
   1. Enter a name for the new team
   2. Begin typing the names of the individuals that you would like to add to the team
5. Select a Role for the team
6. Select the properties that pertain to the Role
7. Click Create

To edit an existing Team's Role:

1. Navigate to the Teams page
2. Click the pencil icon next to the Team you'd like to edit
3. Select or change the Role for the team
4. Select or update the properties that pertain to the Role
5. Click Update

Assign Roles through Property

You are also able to assign Roles directly in a Property's settings. To do this:

1. Click the circular icon (the one that contains your initials or your picture) in the upper right-hand corner
2. Click Properties
3. Select the property from the scrolling list
4. Click on People and Teams
   • Click Associate Staff/Teams to add a new Role to the property
   • Click the pencil icon next to an existing Role to adjust the associated Team or User