User Manager allows for the setup and management of users in the system, as well as control access to various features.
- User Manager works in tandem with the Rights Manager.
- Rights Manager is used to set Rights for every User in a Role.
- User Manager is used to set individual Rights.
To setup a new User, or manage existing Users, navigate to Tools -> User Manager in the sidebar menu.
From the Actions Menu, you can View a user record, send a new registration email, or disable the user.
'Send Registration' sends an email to the email address on file, just like the welcome email they received when initially created. This is useful if a User didn't receive a registration email, or if they request a password reset.
'Disable' will removed them from the list of active users and add them to the list of disabled users.
- Users cannot be deleted.
- To view the list of disabled users, click the "View Disabled Users" link at the bottom of the page.
- On the disabled users report, Users can be re-activated by clicking 'Restore'.
- To switch back to the list of active Users, click the 'View Active Users' link at the bottom of the page.
'View' will open the details, and allow you to manage aspects of that user.
Access different sections using the following tabs (access to tabs is based on enabled Rights)
The 'User' tab contains the following fields
- Username - used for logging in
- Name
- Title
- Email Address
- Phone
- Password - not editable on this tab, use the 'Change Password' tab to make changes
- Require Safety Meeting - when enabled (blue), excludes the User from being counted towards the weekly percentage in the Safety Meeting report. Useful for excluding Users such as Executives.
- Home Page - select the page the User will land on after login. Default is the "Home" page
- Company - select the Users Company, a Temp Staffing company for example
- Department - select the Department the User belongs to
- Pay Type - W2 or Temp
- Paylocity User (W2) - this is the list of W2 Employees setup in Paylocity. Select the User's name. If the exact name is not listed, please contact your Paylocity Administrator. (N/A may be selected in certain circumstances).
- Mileage (W2) - enter a value if this User receives Milage in their paycheck each week
- PTO - show the remaining unpaid PTO time. Amount will decrease when PTO gets 'Paid' in Paylocity
- Pay Rate (temp) - enter the Temp Users hourly Pay Rate
- Bill Rate (temp) - enter the Temp Users Bill Rate
- OT Rate (temp) - enter the Temp Users Overtime Rate
Click the "Update User" button at the bottom to save changes.
The 'Change Password' tab contains the following fields
- New Password/Confirm New Password - enter a new password for this User. Change takes effect immediately.
Click the "Update User" button at the bottom to save changes.
The 'Security' tab contains the following fields
- Role - change the User's Role
- Password Expire Date -
- Optional. If left blank, the password will never expire.
- If a date is entered, the current password will be valid until that date.
- When password is expired, the user will be prompted to enter their old password followed by a new password.
- When new password is successfully set, a new expiration date will be set, which is based on the "Password Expire Days" in Settings.
Click the "Update User" button at the bottom to save changes.
The 'Rights' tab (User-based Rights) contains many toggle switches to enable or disable access to features.
- Switches toggled to the right are enabled (and the color blue).
- Switches toggled to the left are disabled (and the color gray).
There are Rights sub-Tabs
Each Right has a description as to what happens when enabling or disabling, therefore will not be explained in detail here.
The 'Override' checkboxes are used to "unlock" the Role-based Right setting, allowing the Right to be set specifically for the User.
The tabs 'Employee Records', 'Training', and 'Notes' are specifically designed for use by a Recruiter. Most Users will not have access to these tabs.
- 'Employee Records and 'Training' allows files to be attached and managed on the User's record. These allow Recruiters to upload documents, such as resumes, training certificates, diplomas, etc.
- 'Notes' allows notes to be created and managed pertaining to the User.
To setup a new User, click the 'Add User' button (upper right corner of the screen).
Complete the fields, click the 'Add' button.
An Email will be sent to the user with a link that will prompt them to setup a password.
If a user forgets their password, direct them to the 'Forgot Password' link on the login screen.
