Personnel Management
Manage vendor personnel, track compliance, and assign roles
Personnel Management is the core function of the Vendor Admin portal, allowing you to manage all vendor personnel who need access to GridColo sites to perform vendor services. This section is where you add new personnel, track their verification and training status, assign special roles, and ensure compliance with site access requirements.
Managing Vendor Personnel
Managing vendor personnel effectively is critical for maintaining your ability to provide services at GridColo facilities, as all personnel must be properly verified, trained, and equipped with badges before they can access sites. Personnel are assigned to specific GridColo sites based on where your vendor organization provides services, and you can manage personnel across multiple sites from this centralized interface.
The personnel list provides a comprehensive view of all vendor personnel associated with your organization across all GridColo sites. This view helps you quickly see who is verified and ready for site access, who needs to complete verification or training, and the overall status of your personnel roster.
- • View all personnel with current status
- • Check verification, training, and badge status
- • Filter and search for specific personnel
Adding new vendor personnel is the first step in onboarding staff who will work at GridColo sites. When you create a personnel record, the system automatically generates enrollment credentials and sends an invitation email to the new personnel member.
- • Enter personnel information
- • Set access levels
- • Assign special roles
- • System sends enrollment invitation
Update information for existing vendor personnel as their roles or details change.
- • Modify personnel details
- • Change access levels
- • Update special role assignments
- • Save updated information
Resend enrollment invitation to vendor personnel who need to re-enroll.
- • Regenerate enrollment codes if expired
- • Send enrollment email again
- • Automatic expiration handling
Personnel Creation Workflow
Enter Information
Fill in personnel details and access settings
Generate Enrollment
System generates enrollment code and PIN
Send Invitation
Enrollment email is automatically sent to the personnel member
Personnel Enrollment
Personnel receives email with enrollment instructions
Verification Process
Personnel completes ID verification and background check
Training
Personnel completes required training
Badge Ordering
Once approved, personnel can order badges
Site Access
Personnel gains access to assigned GridColo sites
Personnel Information Required
Personnel Details
- • Name: Full legal name as it appears on identification documents
- • Email address: Valid email address for enrollment and communications
- • Phone number: Contact phone number for the personnel member
- • Job title: Job title or role description
Access Level
Set the appropriate access level based on the personnel's role:
- •
standard_user- Standard site access for general vendor personnel - •
technician- Technician-level access for personnel who need additional permissions - •
portal_only- Portal access only (no physical site access) for administrative personnel
Site Assignment
Personnel are automatically assigned to the site(s) where your vendor organization has permissions
Special Roles
Special roles grant additional permissions and access to specialized features. You can only assign special roles that your vendor organization has been granted permission for at each site.
Allows personnel to access security console features including:
- • Badge verification
- • Personnel sign-in
- • ID verification review
- • Access management
Allows personnel to access maintenance features including:
- • Create work orders
- • Manage supply orders
- • Access maintenance dashboard
- • Track work order status
Role Assignment Restrictions
You can only assign special roles that your vendor organization has been granted permission for at each site. Site administrators determine which special roles your vendor organization can assign based on the services you provide. Attempting to assign a role you don't have permission for will result in an error.
Personnel Status Tracking
Monitor the status of your vendor personnel through various stages:
Pending ID
Personnel needs to upload ID documents
Pending Background
ID approved, background check pending
Pending Review
Under review by security staff
Approved
Verification approved, can order badges
Rejected
Verification rejected (personnel can appeal)
Personnel Management Best Practices
- 1. Gather all required personnel information before creating records
- 2. Verify which special roles your organization has permission for at each site
- 3. Create personnel record using the create form
- 4. Monitor that personnel receive and complete enrollment
- 5. Follow up with personnel who don't complete enrollment promptly
- 1. Periodically review personnel status and access levels
- 2. Keep personnel contact information current
- 3. Update special roles as personnel responsibilities change
- 4. Resend enrollment emails if personnel lose access or need to re-enroll
- 1. Monitor personnel verification status regularly
- 2. Ensure personnel complete required training
- 3. Track badge orders and ensure personnel have active badges
- 4. Ensure personnel are aware of and comply with site policies