Within Natural HR the concepts of Employee Records and User Accounts are separate. The Employee Record stores information about an employee and the User Account contains their login credentials and access rights. This makes it possible to have an employee, on whom you can store information, who does not have the ability to access the system to use Employee Self Service, for example.
For this reason, when you create an employee, a User Account is not necessarily created. There are several scenarios within the system which can allow it to automatically create User Accounts in certain circumstances when an employee is added but, by default, creating an Employee Record does not create a User Account for that employee.
If you find that an employee is unable to log in, it's probably because they don't yet have a user account. You can add a user account for the employee by going to the following locations:
People > Users
or Administration > Company > Company Users (for Admin users)
or Administration > HR > Company Users (for HR users)
This page displays a table view of the current users within the system:
The table shows the employee name, email address, the account status (whether enabled or disabled), the user's primary and secondary user groups, and module templates (where appropriate). The actions menu contains icons which allow you to edit or delete the user account, reset the user's password, or send a password reset email to the user.
Click the "Add" button at the bottom of the table to add a user account.
This will bring you to the following form:
The exact fields on the form depends on the configuration of your environment and the fields chosen whilst completing the form.
First, choose your employee name from the drop down list.
Note: that if an employee doesn't appear in the list, the most common cause is that they do not have a work email address assigned to them. An employee needs a work email address to create a user account.
Once you have chosen your employee the login name will be pre-populated with the employee's work email address. Most of our customers use the employee's work email address as the login name, but your environment may vary. This can be changed if required. For more information on this topic, click here.
If your employee's work email address is incorrect you can change it here and tick the "Update employee work email address" checkbox. This will also update the work email address in the employee record when you submit the form.
The next fields deal with the user's password. Here you can click the icon to automatically generate a secure password for the user (recommended!) or enter your own password in the two fields provided.
Following this you can choose your employee's user status (Enabled or Disabled) and group. Disabled users will be unable to log in. User groups control what level of access in general terms your employee will have to the system. These range from Employee (lowest access level) to Admin (highest). There is a support article available here describing the available access levels. If you are unsure about which access level to apply please check with your HR team or contact support for further advice.
The permissions section will contain various options depending on which User Group you have chosen. One option which is common to all is "Module Templates". This option allows you to apply a template of access credentials to the user. Click here for further information on Module Templates.
There are two further options at the bottom of the page.
The first is to customise the user's localisation settings. These are items such as their language, locale and date/time format. If you choose not to reveal these options the user's localisation settings will follow the company defaults. Check the checkbox to reveal these options:
These settings can also be changed by the user once logged in by clicking on the Localisation menu option under their name in the top-right corner of Natural HR.
Finally, there is an option to send an email to the user on account creation. This will provide them with an email with their account details and a link to log on.