Creating a User Account for your employees allows them to access the platform, rather than just following links from their email accounts to complete forms. This will allow them to take advantage of the full suite of features in the systems such as the Organisation Chart, People Directory, Performance Reports and Analytics.
This article covers:
- Create User Accounts for New Employees
- Create User Accounts for Existing Employees
- Create User Accounts for Employees using Single-Sign-On (SSO)
- Create User Accounts for Multiple People at Once
- Permissions
Create User Accounts for New Employees
1. Navigate to the People tab and select Onboarding - Set up a new employee.
2. Enter the employee's personal details. To create a person you will need to enter a Last Name and a unique email address, all other fields can be added at a later stage by you or the employee if required.
3. You will need to Create a User Account on this page by selecting the checkbox 'Create a User Account'. This is ticked on by default.
4. Enter a unique Username for your new starter.
5. Choose if you would like to Enable or Disable the User Account. If you choose to Disable the User Account, the new starter will NOT be able to proceed through the Onboarding Process.
6. Select the Access Type you would like to provision:
- Choose a "User account activation date"
- Immediately - The new starter will have regular access to the platform immediately.
- Custom Date - The new starter will only be able to access and complete their Onboarding Form. They will be blocked from regular access until the date you select in the field "Custom Activation Date" after which their assigned permission group will take effect and they will have regular access to the platform.
Click here to learn more about Pre-Start Onboarding Access
7. Select Send Welcome Email and a Password Method.
- If you have selected a "Custom Activation Date" and "User Sets Password by Email";
- "User Welcome Pre-Start Email Body" email template will be issued to the new starter immediately. This access will only allow them to complete their Onboarding Form.
- Then on their “Custom Activation Date” the "User Welcome Password Set Email Body" email template that allows them to set a password and access the platform as normal will be issued.
- If you have selected "Immediate User Account Activation Date" and "User Sets Password by Email"
- "User Welcome Password Set Email Body" email template will be sent immediately. The new starter will be prompted to complete their Onboarding Form and then will be able to access the platform as normal.
- If you have selected a "Custom Activation Date" and either "Manually Set Password" or "No Password";
- "User Welcome Pre-Start Email Body" email template will be issued to the new starter immediately. This access will only allow them to complete their Onboarding Form.
- Then on their “Custom Activation Date” the "User Welcome Body" email template that allows them to access the platform as normal will be issued. You will need to communicate to them what password to use or SSO instructions.
- Click here to learn more about Email Templates.
- Alternatively, you can leave "Send Welcome Email" unchecked and manually send this email from their User Account page at a later date.
8. Assign the required Permission Group(s). To learn more about Permissions, refer to Managing Permissions.
9. Confirm your "Onboarding configuration".
10. From here you can continue to Create Job to continue with the Onboarding process or Create Person Only if you do not require a Job for this profile.
Create User Accounts for Existing Employees
1. Navigate to Settings >> User Accounts.
2. Select Create User.
3. This will take you to a new page.
- Select the Person you wish to create the User Account for.
- Enter the Username (this is what the person will use to log in to the platform and must be unique)
- If you wish to create the account without enabling it, untick Enabled User Account
- Choose your User Account Activation Date
- Determine if you would like a Welcome Email to send
- Select the password creation method
- Selecting User Sets Password by Email will send a link to the new user asking them to set a password
- Selecting Manually Set Password allows you to set the password
- Assign the Permission Groups
- Determine their Onboarding Configuration. Click here to learn more about Onboarding.
4. Select Create
Create User Accounts for Employees using Single-Sign-On (SSO)
1. Navigate to Settings >> User Accounts.
2. Select Create User.
3. This will take you to a new page.
- Select the Employee you wish to create a user account for
- Enter the Username (this should match the user's SSO ID)
- Ensure the box to Enable User Account option is ticked on
- Choose your User Account Activation Date
- If you wish to send a welcome email check the Send Welcome Email box
- Select the appropriate Password Method - for SSO you can select No Password
- Enter the SSO ID that will be passed from your IdP to match against this user
- Assign the Permission Groups
- Determine their Onboarding Configuration. Click here to learn more about Onboarding
4. Select Create.
Create Multiple User Accounts
1. Navigate to Settings >> User Accounts.
2. Select Create Multiple Users.
3. This will take you to a new page where you can select the profiles you can create user accounts for in bulk.
Note: This page will also show you a list of employees who cannot have user accounts and the reason why (i.e. the employee does not have a primary email address).
4. Select the profiles that you would like to create User Accounts for. You can do up to 100 at one time. Click Next.
5. This will take you to a new page.
- Choose your User Account Activation Date
- Determine if you would like a Welcome Email to send
- Select the password creation method
- Selecting User Sets Password by Email will send a link to the new user asking them to set a password
- Selecting No Password is recommended for organisations that use SSO
- Assign the Permission Groups that you would like applied to all User Accounts
- Determine their Onboarding Configuration. Click here to learn more about Onboarding
6. Click Next
7. Review your selections
8. Click Create Users
Note: It may take a few minutes to create multiple user accounts if creating a large number at one time. Please do not navigate away from this page.
7. The user account will be created and the username will be set as the employee's primary email address.
The username can be changed in Settings >> User Accounts >> click Edit for the user account you would like to update >> edit the username >> click Save.
Permissions
This section is important for users who are not system administrators. In order to create user accounts for employees, there are two important things to note.
First, the following permissions are required:
Second, users can only assign permission groups to user accounts that they have.
This means that if someone has an Employees and Leaders Permission Group assigned to them, (which has the above permissions in that group) then they can only assign the Employees and Leaders Permission Group to other user accounts.
Only users with System Administrator access have the full list of permission groups available to assign to user accounts.