Set up and maintain users

You set up new users and maintain the details of existing users by using the Administrator Functions window.

To set up a new user:

  1. Access the administrator functions.
  2. In Administrator Functions, under Users, click New. The User Maintenance window is displayed.
  3. Enter a User ID for the new user. The user ID is converted to upper case.
  4. Enter a Password. The user will enter this ID and Password when they login to the software.
  5. Enter the user’s Name.
  6. Access determines the user’s access to certain functions in the software.- Administrators have access to certain extra functions in the software, such as being able to maintain the Salary History. Administrators can use the software’s HR Portal form builder and make changes to the Portal. Only high level system administrators should be given this access.- Authorisers have access to all standard software features and most users should be given this access level. Software HR Portal Authorised Users must be Authorisers.- Proposer is only used for users with very restricted access. Any data they enter goes into the Authorisation Centre, where it remains until someone else authorises it.
  7. User Groups
    – Rather than set up each individual user, you can create User Groups which define access and restrictions and simply assign this user to a particular group. Their access will then be the same as everyone else in that group.
    – E.g. you may have a User Group for the HR users and another one for payroll users. There User Groups are set up in the software in System Setup HousekeepingUser Groups.
  8. Access
    – The Access Permission Setup determines where the access restrictions for this particular new user are defined. They can be defined by the User if you want to set up restrictions unique to this person, User Group if you have already set up restrictions by groups or by the Everyone User. The Everyone User works as an overriding group and you could use it to define a unique menu access for all your users which removes all items you never use.
    – The actual setup of the access to menus and data for individuals, user groups and the Everyone User is entered in the software using System Setup Housekeeping.
  9. Companies Allowed
    – Under Companies Allowed, select each check box to grant access to the company for the new user. The list displays the companies you have set up.
    – In Default Company, select the default company. When the user logs in to the software, the company you select is displayed in the Company field in the Company Login window.
  10. Click Save to save the details. The User Maintenance window is closed.
  11. Click Close to close Administrator Functions.

 

 

To update the details for an existing user:

  1. Access the administrator functions.
  2. In Administrator Functions, under Users, select the name of the user whose details you want to update.
  3. Click Edit. The User Maintenance window is displayed.
  4. Click Save to save the details.
  5. Click Close to close the window.

 

 

To delete a user’s details:

  1. Access the administrator functions.
  2. In Administrator Functions, under Users, select the name of the user whose details you want to delete.
  3. Click Delete. The User Maintenance window is displayed.
  4. Click Delete. A message is displayed that asks you to confirm deletion.
  5. Click OK to confirm deletion, or click Cancel if you decide you do not want to delete the details. After you confirm deletion, the user’s details are removed from the list of users under Users.