Security (Creating and Managing Users)
Creating and Managing Users
Security>>New User
How to create a single user?
New User
A User ID and password allows the end user to log into the HRplus Application. This permission must be created for new employees or anyone who is required to use the HRplus application. Note that when the new user logs in for the first time, they are prompted to change their password.
This process requires three primary steps: Step 1 - Create A New User
Step 1: Create A New User
Creating a new User ID in the application is a two-part process. To begin, enter the following:
Enter a User ID - User IDs are the identification by which the application recognizes each employee who is required to log into the application and must be unique for each employee. The IDs can be mapped based on the employee's name, can be alphanumeric and contain a special character such as an apostrophe (’).
Enter an Email Address - Enter a valid email address for the user account. This email address would be used to facilitate the password reset feature and any other communication within the app to the user's email.
Password - Enter a generic or specific password for the user account. The password entered should meet the password requirements as set up in the password configuration screen.
Select a Language - Please select English.
Timezone (Optional) - Select the employee's timezone.
Observe daylight savings? - Enable or Disable daylight savings which is from second Sunday in March to first Sunday in November.
Finally, link the user to his/her employee profile. If the employee’s name is not visible, please ensure that the employee’s personnel information has been entered into the application.
Use employee position to determine Timezone? - Select "Yes" if the employee's position is used to determine the timezone. Select "No" if this option is not being used.
The application will not allow you to create a User ID that already exists OR to link a new User ID
to an employee who is already linked to another User ID.
Hovering your mouse over the icon allows you to view the message.
1. Select the permissions needed by the user
2. Click the Submit button to save or the Reset button to reset the form (clear changes) If you wish to return to the 1st step, click on the Previous button.
N.B. When a new user is created and the user logs in, they get a prompt to change the default password.
Note that in this example, the user is given the permissions to access the following modules:
HRplus Time Module
Employee Self Service (ESS)
Step 2: Grant Application Permissions
Manager Self Service (MSS)
Timekeeper Self Service (TKSS).
Single Instance is given so that the employee can access Reports within the HRplus Time module.
For a more detailed explanation of these permissions, click on the link below: Application Permissions Explained
1. Enter the User ID in the Search bar (or use the alpha-search) and click on the Search button.
2. Click on the Plus sign to the left to expand the record.
3. Unique database ID: This is the Database ID that is generated by the application once an employee is created within the Personnel or POWER Pay modules of HRplus. It is linked to the employee’s name and will auto-populate once the name is chosen.
4. Account End Date: This field can be used in the case of an employee to whom you wish to grant temporary access to modules within HRplus. Once the date has passed, the employee will no longer be able to login to the application. For long-term users, you can leave this field blank.
Step 3: Grant Company and Pay Group Access
Upon expanding the record, there is a listing of tabs within which we can enable more features. The user must be given company and paygroup access (if applicable) in order to be able to log in successfully without seeing any error messages.
All tabs are listed below. Click on any of them for the user guide showing how to use the feature:
Changing Passwords
Time Zone
Step 4: The New user Logs In and is Prompted to Change the Default Password
Security>>New User>>Create Batch Users
How to create Batch Users
Batch Users
This feature allows you to Create users/employees in batches for the Self Service modules (i.e. access to the Manager, Employee, Timekeeper Self Service Modules, etc.). This is useful if you wish to create users for a whole department or for a group of employees with the same User Group and Database permissions.
User IDs are created by the system based on a configuration of employees’ first and last names. Batch users will use the same password as specified here for first time login to the HRplus application.
Steps to set up Batch Users are as follows:
STEP 1 : Creating User ID and Password Setup STEP 2 : Select Application Permission
STEP 3 : Select Users to create based on Department and Employee name STEP 4 : Employees receive User Credentials via email
STEP 1: Create User ID and protocol for Password Generation
Random Password: Select Yes or No if you wish to use a random password for the batch users being created.
If 'Yes' is selected, then Static Password can be left blank. When the batch users are created, a random password will be generated by the HRplus application and this will be sent to the employee's email for them to be able to login to HRplus.
If No is selected, then you must enter a static password which would allow all users to log in using the same password.
Static Password: If you selected ''No'' for the Random Password option, then you must enter a (user-generated) static password here. e.g. P@ssword123. The password entered must meet the criteria setup in Security Settings >> Password Configurations for the users to be able to log into HRplus successfully. This can be later changed by the user Via the Change Password icon (accessible to all HRplus Users).
If this option is being used then it is strongly recommended that the Two Factor Authentication be enabled to ensure that there is a second layer of security to access user accounts.
Language: Select one of the language options available. All users created in this batch will view HRplus in the selected language.
Set user email using: The email address entered here determines the address to which work-related messages are sent to employees.
Primary Email: employee's main email address.
Work Email: employee's work email address.
Use employee position to determine Timezone?: Select "Yes" if the employee's position is used to determine the timezone. Select "No" if this option is not being used.
Observe daylight savings?: Enable or Disable daylight savings which is from second Sunday in March to first Sunday in November.
Use Email as User ID: Select "Yes" if the user's email address is to be used as their user ID to log into HRPlus. Select "No" if this option is not being used.
Use Global ID as User ID: Select "Yes" if the user's Global ID is to be used as their user ID to log into HRPlus. Select "No" if this option is not being used.
Derive IDs Using: User names can be derived from First Name, Last Name or First and Last Name. You may choose to generate user names using the first 3, 4, 5, 10 etc. characters of the employee’s First Name, Last Name or First and Last Name. If you choose the First and Last Name option, specify the number of characters from the First Name and also Last Name.
Action for same User Ids: In using the name combinations, some users may have the same user ID. To avoid this, select one of the action options below:
Make unique: the system will add numeric character/s to the User Id so that there will be no duplicates. The system will create as many unique User Ids as possible e.g. if you choose 10 characters and the system has to create 105 user accounts with, say, the name‘Kevin’ the system will only be able to create 99 unique user names (Kevin01, Kevin02, Kevin03...Kevin09).
Do not create - the system will not create users with the same name.
User ID created with First and Last name
Application Permissions - Check the required option based on the employees or group of
employees
Self Serve Employee – An employee is allowed to update his/her profile, view his/her payslip,
request leave view balances etc…
STEP 2 : Select Application Permissions
Self Serve Leave – An employee would be allowed to view how much leave they have and to request leave .
Payroll – Persons that are running payroll will get this access
Self Serve Payslip – An employee would be able to view and print his/her payslip
Self Serve TimeKeeper – is responsible for scheduling shifts, keeping all attendance logs up to date, and ensuring time sheets are current.
Self Serve Manager – is responsible for all approval requests that are submitted to them Then select Next.
There are two (2) ways to select employees:
Click the department/s and the system will display the departments’ employees. Select the employee/
s. User IDs will be created for all selected employees (for whom accounts do not already exist) in the selected department/s.
STEP 3 : Select the Users to create
Click the department/s and the system will display the departments’ employees. Select the employee/s. User IDs will be created for all selected employees (for whom accounts do not already
exist) in the selected department/s.
Create users by Department
Created Selected Employees within the Department
• Select the employee/s. User IDs will be created for all selected employees (for whom accounts do not already exist).
Click on the Submit button to generate the User IDs.
The user will receive an email in his/her inbox.
STEP 4 : Employees can View their User Credentials
Security>>User Administration
How to Unlink an employee profile from a User ID/ Account?
Unlink Employee
To unlink an employee from an existing user ID due to reasons such as an incorrect user ID, follow these steps:
Search for the employee by User ID, Badge Number, Last Name, or First Name, and click "Search."
Select the appropriate employee record from the search results.
Click the "Unlink Employee" button.
Unlink an Employee from their User ID
After selecting the search button, the employee profile will appear on your screen.
Account End Date: Click on the Calendar tab under Account End Date and enter the employee last working day and select Submit. This will prevent the employee from having access to his user
account when he/she leaves.
Unlink Employee: Click on either the Unlink Employee button to remove the employee from the
company.
Security>>User Administration>>[Select User]>>[Deactivate Account Button]:
How can I deactivate/reactivate a user's account?
Deactivate/Reactivate a User's Account
A user's account on HRPlus may need to be deactivated for reasons such as termination of employment, extended leave of absence, retirement, or security concerns. Deactivation ensures that the account is no longer accessible and helps maintain system security and data integrity.
User accounts can successfully be deactivated and reactivated if necessary.
Deactivate Button: Deactivate the user's profile.
Deactivate/Reactivate a User's Account
Reactivate Button: Reactivate the user's profile.
Account End Date: Auto populates with the date the account is deactivated. This is also auto- populated when an employee is separated. How do I Separate an employee?
Security>>User Administration>>[Search for Employee]
How to Delete and Recreate a User Account
Delete and Recreate User Accounts
Deleted user accounts can be recreated. After deleting a user, click the Refresh Memberships button to update the screen.
Step 1: Delete a User Account
Step 2: Click the Refresh Membership Button
Use the Refresh Memberships button before recreating a deleted User Account.
Note: The error message "UserId already exists" would appear if you try to recreate the user account without first clicking Refresh Membership.
Step 3: Recreate the Deleted User Account
Step 4: View the Employee's User Account
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