Create a User Account for an Existing Employee

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Creating a User Account for your employees allows them to access the platform, rather than just following links from their email account to complete Tasks. This will allow them to take advantage of the full suite of features in the systems such as the Organisation Chart, People Directory and many more. The platform is also the best way to track both their own and their team's progress against key metrics such as training investment and Goal setting.

Notes on creating User Accounts:

• Usernames must be unique. This is what identifies each account and is used by the employee to log into the platform.
• User is Enabled renders the User Account as currently active and able to be used by the employee it is assigned to. You can create a User Account and enable it at a later stage if required.
• Passwords can be created by employees themselves when they first log into the platform, or if you prefer to set a password, you can do this in the Password Method section.
• Group Memberships are pre-set groups of permissions that can be assigned to employees for consistent access control across the business. (See Access Control below for more)

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To Create a User Account:

1. Navigate to Settings >> User Accounts.

2. Select Create User.

3. This will take you to a new page.

• Enter the Username (this is what the person will use to log in to the platform).
• If you wish to create the account without enabling it, untick User is Enabled.
• Select the Employee you wish to create the User Account for.
• 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 User Account to one or more Group Memberships.

4. Select Create User.

 

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To Create Multiple User Accounts at once: 

1. Navigate to Settings >> User Accounts.

2. Select Create Multiple Users.

3. This will take you to a new page in which you can select the employees who would like to create user accounts for from the list provided.

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. Click Next.

5. Assign the Permission Groups you would like to set for this group of employees.

6. Click Create Users.

Please note it may take a few minutes to create multiple user accounts if creating a large number at one time.

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.

Tip: If you have enabled the new user account, the employee will receive an email at the Primary Email address listed on their profile.

Note: It is not necessary for all employees to have an active user account. If an employee is added to the system without a user account, they will still receive links for all relevant tasks to their primary email address, and can complete them in this way.