Learn how to add users, assign roles, and manage their access across your Sites in the Telsen web app.
Properly setting up user roles ensures your team can complete checks, workflows, HACCP tasks, and site management confidently and securely.

Understanding Telsen User Roles

Telsen uses three main user roles to control access:

1. Company Admin (Full Access)

Who is this for?
Head office teams, operations managers, digital compliance leads.

What they can do:
✔ Create, edit, and delete Sites
✔ Create and manage all workflows
✔ Configure alerts, sensors, and devices
✔ Manage all users across all Sites
✔ Update organisation-level settings, branding, probe settings, and permissions
✔ View all data, dashboards, scoring, reports, and alerts

Summary:
Company Admins have full, unrestricted access to the entire Telsen organisation.

2. Site Admin (Site-Level Manager)

Who is this for?
Site managers, general managers, area leads responsible for specific locations.

What they can do:
✔ Manage users assigned to their own Sites
✔ Add workflows to their Sites
✔ View all reporting and alerts for their Sites
✔ Update Site details (opening hours, closures, etc.)

What they cannot do:
✘ Access other Sites
✘ Configure organisation-wide settings
✘ Access global workflows, alerts, or sensors outside their Site

Summary:
Site Admins manage their own Site(s) but do not have organisation-wide access.

3. Site Viewer (Frontline User / Staff)

Who is this for?
Chefs, managers on duty, shift leaders, FOH staff, housekeeping, bar staff, HACCP-compliant teams.

What they can do:
✔ Complete workflows, checks, HACCP logs
✔ Log corrective actions
✔ Receive and respond to alerts
✔ View dashboards relevant to their Site

What they cannot do:
✘ Create or edit workflows
✘ Manage alerts and sensors
✘ Change organisation or site settings
✘ Add or remove users

Summary:
Site Viewers are frontline staff completing day-to-day tasks. They have view/complete-only permissions.

Add a New User

Follow the steps below to add a new user to your Telsen organisation.

1. Log in to the Telsen web app

2. Navigate to Organisation Settings

1. Click Settings in the left-hand menu.

2. Select Organisation.

3. Go to the Users tab.

3. Add a new user

1. Click New User in the top-right corner.

2. Enter the user's:

   • Full name

   • Email address

   • Role (Company Admin, Site Admin, or Site Viewer)

4. Assign the user to a Site

Choose one or more Sites the user should have access to.

• Company Admins automatically have access to all Sites.

• Site Admins and Site Viewers must be assigned at least one Site.

5. Setting up mobile users (PIN login)

If the user logs in via the mobile app:

• Assign a unique 6 digit PIN

• The system will confirm if the PIN is already in use

• This PIN is used for fast daily logins on shared devices

6. Save the user

After entering all details, click Save.

The new user will receive an email prompting them to set up their Telsen account.

View and Manage Existing Users

All users appear in the Users table, where you can:

• View their assigned role

• View the Sites they belong to

• Edit user details

• Change roles (e.g., promote Site Viewer → Site Admin)

• Add or remove Site assignments

• Delete a user if they leave your organisation

This ensures your user list stays clean and secure.

Best Practices for User Setup

✔ Assign Company Admin sparingly

Only senior operations or approved HQ staff should have full access.

✔ Use Site Admin for site leadership

This keeps Site ownership clear and reduces the risk of accidental changes to organisation-wide settings.

✔ Assign most staff as Site Viewers

Ideal for kitchen teams, supervisors, and anyone completing workflows or HACCP tasks.

✔ Update user access when roles change

If a manager moves sites, update their Site assignments to keep dashboards accurate.