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. 

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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

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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. By using the Assume this Role 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.

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Option 1: Assume As

1. Navigate to Settings >> Permissions.

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

3. Enter in 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 login.

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'. 

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Option 2: Group Memberships

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

2. Under Group Membership's you can quickly view the permission group assigned to this user. 

3. Select View User Account 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 Customer Success Team if you have any questions about permissions or changes required.  

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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.

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
• Choose a new person to associate with the account (not recommended)
• Whether the User Has Accepted Terms
• Enable/Disable account
• Manage Permissions

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.    

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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 Assign Permission Groups add or remove Group Memberships

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. Typically, most employees will only need 'Staff Member' access.