Creating a Restricted Guard/Officer Login for Handheld Devices (No SSO Required)

If you don’t want to share your Admin login with Guards or Officers, and you don’t have SSO configured, you can create a dedicated Role and User Profile specifically for handheld device logins. This gives each Guard their own restricted credentials, limited to only the permissions they need.

This involves four steps: create a Role, create a User Profile, create a User, and create the Login itself.

Step 1: Create a Role #

1. In the left navigation, click Roles, then click the + Create New icon.
2. Enter a Name for the role (e.g. “Guard”).
3. Check Can Sync A Handheld Device so this role is allowed to sync and log in to handheld units.
4. Leave Is Admin unchecked — this keeps the role limited rather than granting full admin rights.
5. In the Enabled Features grid, check the boxes for whatever permissions the Guard should have. At minimum for handheld use, this typically includes View access to: Checkpoints, Doors, Guard Tour Setup, Guard Tour View, and Muster. Add Occupancy, Reports, or Users if you want Guards to see those as well.
6. Click the save (disk) icon in the top bar to save the Role.

Step 2: Create a User Profile #

1. In the left navigation, click User Profiles, then click + Create New.
2. Enter a Name (e.g. “Guard”) — this can match the Role name for clarity.
3. Check Can Log In To Handheld so profiles using this template are permitted to log in to handheld devices.
4. Badge Layout can be left blank unless you want a specific badge design tied to this profile.
5. Click the save icon to save the User Profile.

Step 3: Create a User #

1. In the left navigation, click Users, then click the green + icon to create a new user.
2. Fill in the user’s First Name and Last Name (e.g. “Guard” / “Profile” — or the actual guard’s name).
3. Under User Profile, select the profile you created in Step 2 (e.g. “Guard”).
4. Fill in any other relevant fields (Company, Zone, etc.) as needed.
5. Save the user record.

Step 4: Create the Login #

1. Open the user record you just created (search for it under Users if needed).
2. Click the Create Login button near the top of the record.
3. In the Create Login dialog:
   • Enter an Email for the login.
   • Enter a User Name.
   • Under Select Role, choose the Role you created in Step 1 (e.g. “Guard”).
   • Enter and confirm a Password.
4. Click save/submit to create the login.

The Guard can now use this Username/Password combination to log in to the handheld device — completely separate from the Admin login — with access limited to only what was enabled in the Role’s permissions.

Reusing the setup for additional Guards #

• The same Role and User Profile can be reused for every Guard. You only need to repeat Step 3 and Step 4 (create a User + Login) for each additional guard, using the existing “Guard” Role and User Profile each time.
• Permissions can be adjusted later at any time by editing the Role — every Guard login tied to that Role updates automatically.