How to Onboard New Users to Telsen

This guide walks you through how to add new team members to Telsen and assign the right level of access for their role. Setting up users correctly ensures smooth adoption, accurate reporting, and efficient day-to-day operations across your sites.

1️⃣ Understand the User Roles in Telsen

Before adding users, it's important to choose the correct role. Telsen has three key permission levels:

Site Viewer (Most Common)

For frontline team members completing daily checks.

• Can complete HACCP and custom workflows

• Can log corrective actions

• Can view their own tasks

• Cannot edit workflows, alerts, or settings

This is the default role for the majority of users.

Site Admin

Typically supervisors or site managers.

• All Site Viewer permissions

• Can add/edit users at their site

• Can assign workflows at their site

• Can respond to alerts

• Supports the team with queries

Each site should have at least one Site Admin who acts as the site Telsen expert.

Company Admin

Usually senior managers or head office.

• Full access to all sites, users, workflows, alerts, sensors, and settings

• Manages organisation-wide configuration

• Oversees multi-site reporting

2️⃣ Add New Users in Telsen

1. Log in to Telsen on desktop.

2. Go to Settings → Organisation → Users.

3. Click New User in the top right.

4. Enter:

   • Name

   • Email address

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

   • Assigned site(s)

5. For mobile users, assign a unique 6-digit PIN.

6. Click Save to invite the user.

The new user will receive a setup email and can log in immediately.

3️⃣ Assign Users to the Correct Sites

Make sure every user is assigned to the site(s) where they will work.
Site membership determines:

• Which workflows they receive

• Which alerts they get

• What appears in their mobile task list

• What they can view in reporting

4️⃣ Best Practices for Onboarding Users

✔ Keep most users as Site Viewers

This keeps the platform simple and prevents accidental changes to workflows or alerts.

✔ Train Site Admins to be “Telsen Champions”

They should be confident in:

• Assigning tasks

• Helping their team use the mobile app

• Troubleshooting basic issues

• Understanding alerts and reporting

✔ Add users before scheduling workflows

So tasks appear correctly on their mobile app.

✔ Review user lists monthly

To remove leavers and keep your permissions clean.

5️⃣ What New Users Need to Do

Once added, each new user should:

1. Set up their desktop login (from the welcome email).

2. Download the Telsen mobile app.

3. Log in with their 6-digit PIN.

4. Complete a test workflow to check everything works.

6️⃣ You're Ready to Go

With users onboarded and assigned correctly, your team can begin completing tasks, responding to alerts, and maintaining compliance across your sites.

For detailed guides on roles, mobile setup, or training templates, see the related articles below.