In the Admin Console, the “Employees” tab allows you to manage staff members across different locations. Here’s how to navigate and use this feature: 

Gaia App Access for Employees 

• Once an employee account is created, staff can download the Gaia app and use the credentials provided to log in. This gives them access to the Gaia Platform through the mobile app, allowing them to manage guest interactions, handle operational issues, and track guest activities in real time. 

1. Selecting a Location: 

• At the top of the “Employees” tab, you will find a dropdown menu labeled “Select Location.” Use this dropdown to choose the specific location you want to manage.  

• Each location has its own set of departments and employees, so selecting the correct location is essential. 

• Location selection is crucial when setting up employees because each employee is tied to a specific location (e.g., stadium, hotel). 

• Departments and Employees Per Location: The selected location allows you to view the departments and employees specific to that location. Employees are unique to each location, meaning their roles and access rights can be customized based on the needs of that venue. 

• For example, an employee assigned to the “East Boulevard Arena” might have a different department and access rights than one assigned to “Crystal Park Stadium.” 
   
   

2. Viewing Employees: 

• Once a location is selected, you will see a list of employees associated with that location and their respective departments. The list includes details such as the employee’s name, designation, contact information, and registration date. 

• You can also search for specific employees or departments using the search bar provided. 

Department Assignment and Access Rights 

• The employee department is an important configuration as it defines the access rights within the Gaia app. 

• These access rights are based on the guest details selected for visibility within the department. For instance, an employee in the “Access Control” department might only see guest information related to entry points, while a “VIP Services” employee would see more personalized details such as preferences, vehicle info, or room arrangements. 

• The assignment of employees to departments ensures they only have the necessary access, safeguarding sensitive guest information and ensuring operational security. 

3. Adding a New Employee: 

• To add a new employee to the selected location, click the “Add New Employee” button on the right. This opens a form where you can input the employee’s details. 

• First Name & Last Name: Enter the employee’s first and last name. 

• Select Department: Choose the department the employee will belong to from the dropdown list. This ensures that the employee is categorized correctly within the organization. 

• Position: Specify the employee’s position within the department, such as Manager, Security, etc. 

• Contact Number: Enter the employee’s contact number, ensuring the correct country code is selected. 

• Email Address: Provide the employee’s email address, which will be used for login credentials and notifications. 
   
   

Permissions: 

• You can assign specific permissions to the employee: 

• App Access: Grants access to the mobile application. 

• Platform Access: Grants access to the platform’s web interface. 

• Geolocation Data Access: Allows the employee to view and interact with geolocation data. 

• The Geolocation Data Access setting is an optional yet powerful security feature. When enabled, this ensures that an employee can only log into the staff app when they are physically within the geofenced area set for the event location. 

• This is particularly useful for managing access to sensitive areas or for ensuring that employees are on-site when using the app to interact with guest data. 

• For example, if a staff member is supposed to manage the VIP area at “East Boulevard Arena,” the geofence would limit their access to the Gaia app until they are within the defined location perimeter, ensuring they are on-site and ready to work. 

Note: While employees can be given access to both the app and platform, they do not have editing rights on the platform. After submitting the form, the employee will receive an email with their generated password, which they can use to log in and access their account. 
 
 

4. Final Steps: 

• Once all the necessary details are filled in, click the “Submit” button to finalize the addition of the new employee. Remember to double-check the information entered to ensure accuracy.