Introduction
Shared Device ‘Users’ for Inspection is a feature that allows multiple Staff members to use the same device to conduct plant inspections without needing individual logins (e.g. a shared tablet or compatible Android device).
When configured → the Shared Device is a Staff User in the account that is allocated to the shared device.
This features streamlines inspection workflows in environments where devices are shared between team members. By configuring a shared device user account and setting up proper permissions, your team can efficiently perform and track plant inspections while maintaining individual accountability.
The following guide provides the configuration steps to enable Shared Devices for the Inspection (& Plant) modules.
Related Guides
For a complete understanding of the Shared Device feature, please refer to these related guides Shared Device for Plant Inspection
Assumptions
Sites are already configured
The Plant module is enabled
Plant is already added Adding Plant & Vehicles
Plant Categories are configured Plant Categories
Inspection Templates are configured (e.g. for Inspection Pre-start Checklists)
Adding Inspection TemplatesDocument Categories are already configured (and Approvers)
Online Training is already configured
Configuration Steps
1. Account Settings
Organisation R/W or Super User Permission is required to manage Account Settings
The Shared Device feature needs to be enabled from the new Profile Menu > Accounts settings area
Navigate to the Plant Settings tab and enable the feature.
2. Configure Shared Device Users
You will need to record the email and password used to log in to the shard device.
1. From the Staff module > Add a Staff User to the account (this will be the ‘Shared Device’ User). See Adding Staff
Hint: use the name of the device instead of the staff name (e.g. Device 2)
2. From the Staff Detail screen, select Edit and then select the Shared Device User checkbox:
3. From the Staff Detail Screen, select and assign Sites the shared device will be used on:
4. From the Staff Details Screen select Manage Permissions and provide the shared device user with the ability to View Employees (Staff R, pictured below).
The correct permissions are required to view a list of other users from the Inspection App → If this is not configured properly the feature will not work as expected.
3. Configure Plant Categories
Configuration or Super User Permission is required to manage Plant Categories
This is an optional step to define the default Inspection template and/or Plant Operator Competency Requirements.
1. Navigate to Configuration > Plant Categories
2. Select the 
icon to the right of screen:
3. From the detail screen, assign any ‘Tests’ (online training) or documents required to be compliant for the Plant Category. There are 2 sections to the configuration:
Blue Box (Document Categories) → these are documents that will be assigned to the Plant Item
Red box (Operator Competencies) – Documents or Online training required by the Operator
Select Save to update the settings for each section.
4. Configure DOB Settings for Staff
The DOB is required on staff users who want to login into the device (to verify their identity). This step is enable the setting that will display the DOB field on each Staff User’s profile.
This needs to be completed by a CF Admin / Super User
1. Navigate to the OCF > Organisation Settings > Person Details requests
2. Select the Date of Birth and change the radio setting to optional or Mandatory
5. Configure Staff Details (DOB and Plant Operator Competency requirements)
These settings need to be enabled for the users who will be using the shared device to carry out inspections
1. Navigate to the Staff module and select the staff user who needs to conduct inspections with the shared device. Select Edit and enter the user's DOB.
2. From the Staff Detail > Sites & Departments tab → Ensure the user is assigned to the same Site(s) the Plant Item is located at.
3. Also from the Staff Detail screen > Assign to Plant Category configured in step 4 (this will assign the requirements linked to the Plant Operator competency)
4. This is required so that the user can inspect the Plant Items assigned to this Plant category (i.e. the Plant Operator Competency)
Compliant - If this user displays as compliant there are no documents or training required OR they have completed and uploaded documents required (and had their documents approved)
Not compliant - The user will have outstanding documents or training to complete on the Dashboard.
6. Add Plant Item (& Assign to Plant Category)
This step is configuring 1 or more Plant Items that can be inspected with a Shared Device user.
Manage Plant or Super User is required to update settings for Plant Items.
1. Navigate the Plant & Vehicles Module
2. Select any Plant Item that the Shared Device user(s) will be inspecting (optional)
3. Next, select the Plant Category (configured in step 3) and assign the Plant Item to any new sites required.
4. From the Plant Detail, select Edit and then add a Plant Sticker ID
Select Save and then create a QR code with the Sticker ID:
7. Install Application and login
1. Install the Inspection Apps as per Starting a Plant Inspection on the Mobile App
2. After logging in as the Shard Device User (from Step 2), select Scan QR Code from Step 6 and then continue the workflow → see Shared Device for Plant Inspection
Conclusion
By following the configuration steps outlined in this guide, you can properly set up shared devices, configure the necessary permissions, and ensure that only compliant users are able to conduct inspections.
Remember that successful implementation requires:
Proper permissions for the shared device user
Date of Birth configuration for staff verification
Plant Operator Competency requirements for inspection compliance
Correct site assignments for both devices and users
For additional support or questions, please contact our support team through the ComplyFlow Help Centre.