Adding a New User

How to get to this page: Configurations tab > Administration > User Manager

1. Click New User. This brings you to the User: New page.
2. Enter a User ID and User Name. Note that these are required fields.
By default, a new user is assigned Active status. If you want to make the new user inactive, click to remove the check mark.
3. If you want to have on record the user's email, enter the email address in the Email ID field.
4. If Active Directory is being used, enter the employee's Network ID. This enables the employee to log in using their active directory login and password. The Use Directory Services setting is found in Configurations > Settings > System Settings.
5. If you want to associate this user profile with an employee profile, select Is Employee and click to select the employee from a list.
6. Assign the User Type:
• System User: A system user can see all users including other system users.
• Supervisor: A user can be designated as a supervisor so that they can maintain a specific department or group of employees. The user may or may not be available to assign to employee profiles.
• Supervisor ID: Assign a unique supervisor ID to this supervisor. This is useful, for example, if a supervisor gets transferred to another department. The supervisor can be assigned a new Supervisor ID and the new supervisor can be assigned this ID so that all of the employee profiles do not have to be updated with the new supervisor name.
• Time Clock Nbr: (This option will only be visible if your system allows use of Time Clocks.) Click Next to assign the next available clock number to this supervisor.
• Select Assignable Hierarchies: Enables the selection of the hierarchy codes to which this supervisor can be assigned.
• Manager: Same as Supervisor, except that a Manager can also be responsible for one or more supervisors.
• Supervisor ID: Assign a unique supervisor ID to this manager.
• Time Clock Nbr: Assign the next available clock number to this manager.
• Select Assignable Hierarchies: Enables the selection of the hierarchy codes to which this manager can be assigned.
• Select Supervisors: Click Select to assign the supervisors.
• API User: Selecting API User allows the  IT staff of an organization touse the system's Application Programming Interface (API) to customize, integrate and extend their time and attendance data using the platform of their choice.
7. To allow this user to log in to the web interface, check Web Enabled and enter a unique Login ID and Password. Note that the Login ID must be unique; it cannot have been assigned to another User ID or Employee Profile. If this User ID is associated with an Employee Profile (see Is Employee field above), this Login ID grants the permissions designated on this page; the Employee Profile login allows the user to access their own profile, time card, schedule, etc.  
8. Account Locked: This check box is used to disable Web access for the specified account. The feature keeps the username and password for the account, but disables Web access unless the check box is cleared. Account Locked is automatically checked if this account's Web access has been disabled due to too many consecutive failed logins.
9. The Password reset on next login is used to require a password update on the next successful login. This action can be taken for all users on the System Settings Security Role tab.
10. You can assign a role to this user. Click here to learn more about Security Roles.
1. In order for the Role tab to appear, select Web User (refer to previous step) and click Save.
2. Click the Role tab and click Manage Roles.
3. Select one or more Roles and click OK.
11. Click the Access tab to select the hierarchy levels or employees this user can access:
1. None: This user does not have access to any hierarchy levels or employees.  
2. All: This user has access to all hierarchy levels and all employees.  
3. By Level: Click the Select button and choose the hierarchy levels this user can access.
4. By Employee: Click the Select button and choose the employees this user can access.
• Also available from the Access tab is the Limit to Employee Assigned Supervisor field. This option allows the selected supervisor to view only those employees who have that supervisor assigned as their supervisor on their Employee Profile.  Previously, access to individual employees could only be controlled by setting the  By Employee Level Access and selecting the employees.

With this new option, the hierarchy codes available to the user when hierarchy list limitation is activated is controlled by the access setting, which is separate from the selection of employees.  This is different from the By Employee Level Access option, where the hierarchy list is limited to the home assignments of the selected employees.

Enabling the Limit to Employee Assigned Supervisor feature will automatically give the supervisor access to the home hierarchies of the employees assigned to them.
 

Notes on Limit to Employee Assigned Supervisor field:

• The Limit to Employee Assigned Supervisor field is available only when the User Type is Supervisor or Manager. (User Types of Supervisor and Manager are the only users that can be assigned to an Employee Profile as the Supervisor.)  
• The Limit to Employee Assigned Supervisor field is available only when the system is configured as Use Supervisors (Configurations/System Settings/Time and Attendance/Use Supervisor).
• When Limit to Employee Assigned Supervisor is checked, the Level Access option on the Access tab must be set to either All or By Level.
• When the Level Access option is set to By Level, the codes that are selected must include the hierarchy codes selected as Assignable Hierarchies on the General tab. Additional hierarchy codes may be selected as well.    
• If the user selects hierarchy codes as Assignable Hierarchies that are not included in the codes he selects for the By Level configuration, the system will automatically select these "missing" hierarchy codes as By Level selections when the User Profile is saved. For example: user selects department A as an assignable hierarchy and department B as a By Level hierarchy. When the By Level hierarchy selection is made, the Access tab will display the number of By Level hierarchy codes as 1; when the User Profile is saved, the Access tab will display the number of By Level hierarchy codes as 2 (it automatically counts department A as a By Level selection).
• To save the new User ID, you have three choices:
• Click Save to save the new User ID.
• Click Save and New to save the User ID and enter a new User ID.
• Click Save and Close to save the User ID and close the screen.

Note: To delete changes made since you last saved the user profile, choose View > Refresh. Use this feature with caution; once you refresh, your changes are lost.