Managing User Accounts

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User accounts allow employee's to log in to the intelliHR platform. Permissions groups assigned to user accounts also determine the level of access employee's have on the system. This article will detail how to review access and amend user accounts to make any updates as required.

This article covers:

How to Review Employee Access
- Option 1: Assume As
- Option 2: Group Memberships
How to Update an Employee's User Account
- Option 1: Assume As
- Option 2: Group Memberships

How to Review Employee Access

Once a permission group has been created, it is essential to check what that level of access will allow a user to see and do when the group is assigned to their user account. Using the Assume as function, you can temporarily assume the permissions assigned to a user with that level of access within the system to understand what they can see and do.

Note: Employee Engagement and Performance Enablement customers will have limited functionality to manage User Accounts. Strategic HR customers will have full functionality to create, edit and customise user account permissions.

Option 1: Assume As

1. Navigate to Settings >> Permissions.

2. Click the action button (the three dots on the right-hand side) and click Assume as Somebody Else.

3. Enter the name of the user whose permissions you want to check and click Assume.

Tip: You will only be able to use the 'Assume As' function if you have been assigned System Administrator permissions.

4. You will now be able to see what permissions have been assigned to the user by navigating to their Profile. This view allows you to see what the user can access when they log in.

5. Once you have finished checking the user's permissions click Exit Assumed Permission Group at the top of the screen.

Note: When assumed as an employee you will have their view of the platform. However if any forms are completed on the employee's behalf this will be tracked by intelliHR. You can see this through Engagement >> Tasks >> Completed. Forms that are submitted on someone else's behalf will be marked as 'Submitted on Behalf of Employee'.

Option 2: Group Memberships

1. Navigate to the Profile of the user whose permissions you want to check >> User Accounts tab.

2. Under Group Memberships you can quickly view the permission group assigned to this user.

3. Select User Account >> View More to check which individual permissions have been assigned

Note: Permissions can be changed to allow/deny a user to be able to update specific sections of their own profile (e.g. Emergency Contact Information, Address, etc). Contact the Support Team if you have any questions about permissions or changes required.

How to Update an Employee's User Account

Option 1: Access via Settings

1. Navigate to Settings >> User Accounts.

2. Search for and select the desired User Account. You can search by username, person name or permission group.

3. Click on the record to see more details of the User Account

4. Click Edit to change any details of the user account:

Update the Username
Change the Password
Enable/Disable account
Update the User account activation date
Update the Onboarding Configuration
Manage Permission Groups
Choose a new person to associate with the account (not recommended)

5. Click Save to record changes.

Note: Enabling/Disabling an account is an alternative to deleting an account and can be used; if you don’t wish someone to have access to the platform for a certain period (eg during extended leave), or if an employee has left the business and should no longer have access to the platform. This is a good option if you want to retain a record of the access the user previously had and is the default when you finalise a company end date.

Option 2: Access via Profile

1. Navigate to the employee's Profile >> User Account.

2. Click View More under User Account to see more details.

3. Click Edit to change any details of the user account

4. Under the heading Group Memberships add or remove Permission Groups.

5. Click Save to record changes.

Tip: When a Permission Group is assigned to a User Account, that user will gain every permission in that group. You can also assign multiple permission groups to a single user account and the highest level of access will apply.

This article covers: