How to Set up Extended Privacy for Monitors

Extended Privacy ensures that each Monitor can only view or edit the profiles and activity of the Workers assigned to them. This protects Workers’ personal information and limits dashboard access for Monitors with restricted roles. The following sections explain the prerequisites, steps, and considerations for enabling Extended Privacy in your Ok Alone account.

Prerequisites

1. Admin Access
   You must be an Account Admin or have the “Feature Management” permission to turn on Monitor Access Levels.

2. Feature Management
   Ensure that Monitor Access Levels is enabled under Settings → Extra Features → Dashboard Features.

   • If Monitor Access Levels is not visible, contact your Ok Alone Admin or email [e-mail].

   • Once enabled, Monitors can be assigned Extended Privacy status.

What Extended Privacy Does

When you assign Extended Privacy to a Monitor, that Monitor will:

• Only see Workers explicitly assigned to them.

• Cannot add or delete any Worker profiles.

• Only view shifts, locations, action logs, alerts, SMS, calls, and timesheets for assigned Workers.

• Be unable to view global Worker statistics or Safety Awards.

• Have no access to the Groups page or group management.

Monitors without Extended Privacy retain full dashboard access (depending on their Admin Access level).

 

Step-by-Step Guide

1. Verify “Monitor Access Levels” Is Enabled

1. Log in to the Ok Alone dashboard at https://my.okalone.net as an Admin.

2. In the sidebar, click Settings.

3. Select Extra Features.

4. Under Dashboard Features, locate Monitor Access Levels.

   • If Monitor Access Levels is unchecked, click the box to enable it.

   • Click Update Your Feature Settings at the bottom.

   [Insert screenshot of “Extra Features” page showing the “Monitor Access Levels” option enabled]

 

2. Assign Extended Privacy to a Monitor

1. From the sidebar, select Monitors.

2. Find the Monitor you wish to restrict and click Edit next to their name.

3. In the Monitor’s profile, locate:

   • Admin Access → select No

   • Extended Privacy → select Yes

4. Click Update the Monitor to save changes.
   

Once Extended Privacy is enabled for a Monitor, they can only see Workers explicitly assigned to them.

 

3. Assign Workers to Monitors

For Extended Privacy to work correctly, you must assign each Worker to at least one Monitor with Extended Privacy enabled.

1. Select Workers from the sidebar.

2. Click Edit next to the Worker’s name.

3. In the Assigned Monitors field, choose the Monitor(s) who should have access to this Worker.

4. Click Update the Worker.

   

Repeat this process for every Worker who needs to be managed under Extended Privacy.

 

How the Dashboard Appears to Monitors with Extended Privacy

• Workers List: Only shows assigned Workers.

• Shifts & Locations: Limited to assigned Workers’ records.

• Alerts & Action Logs: Displays only those generated by assigned Workers.

• Timesheets: Access restricted to assigned Workers.

• Safety Awards & Reports: These tabs will be hidden.

• Groups: The entire Groups section is unavailable.

 

Troubleshooting & Best Practices

• No Workers Visible After Enabling Extended Privacy

  • Verify that Workers have been assigned to the Monitor. If no Workers are assigned, the dashboard will appear empty.

• Monitor Still Sees All Workers

  • Confirm that Monitor Access Levels is turned on under Settings → Extra Features.

  • Ensure the Monitor’s Extended Privacy setting is saved and that Admin Access is set to No.

• Removing Extended Privacy

  • If a Monitor’s role changes (e.g., they become a full Admin), edit their profile and set Extended Privacy to No. They will regain full dashboard access.

• Communication with Monitors

  • Inform Monitors about the change in visibility—some may notice that previously visible Workers are no longer accessible.

• Review Assignments Regularly

  • Whenever a new Worker joins, assign them to the appropriate Monitor(s) to prevent visibility gaps.

 

Need More Help?

If you encounter difficulties or have questions about Extended Privacy:

• Email Ok Alone Support at [e-mail]

• Visit our documentation: https://okalonedocs.com/extended-privacy/