Record360 offers various user types and permissions to help businesses manage inspections, users, and locations effectively. Understanding these user types and roles is essential to configuring the platform for maximum efficiency. Below, we’ll break down the different user types and roles available in Record360, along with their limitations and recommended uses.

User Types

Record360 provides several user types to accommodate various scenarios, such as remote inspections, contractor involvement, or traditional employee inspections. Let’s explore each type in detail:

1. Email Users

Email users are the default and most recommended user type in Record360. These users need a valid email address, which allows them to easily reset their password and receive communications such as product updates, support messages, and inspection summaries. Here’s why setting up email users is beneficial:

  • Easy password recovery through email.
  • Receive essential communication from Record360.
  • Can sign up for webinars, product releases, and receive transaction summaries.

This user type is ideal for employees who are regularly involved in inspections and need full access to the platform.

Limitations of Non-Email Users:

  • Can’t receive password reset emails.
  • No product release or inspection summary emails.
  • Unable to communicate with the Support team via email.

2. Non-Email Users

Non-email users can be configured for those who don’t have an email address. However, using this user type comes with some limitations:

  • These users cannot reset their password via email. They will need to contact Record360 support at [email protected] for manual password resets.
  • They won’t receive notifications or important updates from Record360, such as email triggers, product release notes, or summary emails.

Although non-email users are available, Record360 recommends creating email accounts for each user to avoid the above limitations and ensure the smoothest user experience.

3. One-Time Users

One-time users are specifically designed for individuals performing remote inspections or third-party contractors such as drivers. These users receive links for individual inspections and have the following restrictions:

  • They can complete fewer than five inspections.
  • They are unable to access other locations or view dashboards.

If your third-party contractors or remote workers need more than five inspections, it’s recommended to upgrade them to either an email or non-email user.

4. [Premium] One-Time Users with SMS

This premium user type allows you to configure one-time users who don’t have an email address but can log in via SMS. This option is useful for third-party contractors and drivers without email access. To set up this user type, you will need to contact Record360’s sales team at [email protected].

Key Benefits of SMS Users:

  • Access for contractors and remote workers without an email address.
  • Secure login via SMS.

User Roles

In addition to different user types, Record360 also offers several user roles to manage permissions and access levels. Each role provides varying degrees of control over the platform’s features.

1. User Role

This is the standard role assigned to most users in Record360. It includes the basic functionality needed to create, update, and close inspections. This role is ideal for frontline employees who are responsible for conducting inspections but do not need administrative control.

2. Manager Role

Managers have administrative privileges in Record360. In addition to performing inspections, Managers can edit locations, manage other users, and access employee usage reports. This role is suitable for team leads or department heads who need to oversee inspections and manage user activities.

3. Regional Manager Role

The Regional Manager role offers advanced administrative privileges, particularly for organizations that operate across multiple regions. In addition to the capabilities granted to Managers, Regional Managers can edit region-specific settings. This role is perfect for businesses with multiple locations or regions, allowing for better management of regional administrators.

Conclusion

Configuring the right user types and roles in Record360 is essential for maintaining efficient operations. Whether you’re dealing with standard employees, third-party contractors, or regional administrators, the platform offers a range of options to tailor access and functionality according to your business needs. For businesses with a diverse range of employees and external partners, leveraging the full spectrum of Record360’s user types and roles can significantly enhance your inspection processes.

If you need further assistance or want to explore premium features such as SMS one-time users, don’t hesitate to contact Record360’s support or sales teams for personalized advice and solutions.