When you set up an employee in HRWize, they do not automatically get the ability to login and manage their account. The reason for this is that many clients choose simply to use HRWize as an employee database and do not want employees to have access.

To give employee access, you need to set up Company Users via:

People > Users

This page displays a table view of the current users within the system. Click the 'Add' button at the bottom of the table to add a user account:

This will bring you to the following form:

The fields on the form depend on the configuration of your environment:

• Employee name - Choose the employee's name from the drop-down list. Please 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.
• Login name (email address) - Once you chose your employee, the login name will pre-populate with the employee's work email address. This can be changed if required. for more information on this topic, click here;
  • If the employee's work email address is incorrect, you can change it by ticking the 'Update employee work email address' checkbox. This will automatically update the work email address in the employee's record when you submit the form.
• Password - You can define the user’s password (the employee can change it upon login) or click on the arrow icon to automatically generate a secure password for the user or enter your own password in the two fields provided.
• User status - You can choose your employee's user status (Enabled or Disabled). Disabled users will be unable to log in.
• User group - User groups control what level of access in general terms your employee will have in the system. These range from Employee (lowest access level) to Admin (highest). For more on Users Groups, click here.

The Permissions section contains various options depending on which User group you choose. One option that is common to all is the "User module templates". This option allows you to apply a template of access credentials to the user. Click here for more information on Module Templates.

There are two further options at the bottom of the page:

• Localisation settings - This field allows you to select the language, locale and date/time format. If you choose not to reveal these options, the user's localisation settings will follow the company defaults. If you tick this, the Localisation options will appear.
• Send email to user on account creation - This will send an email to the user on their account creation. This will provide them with an email with their account details and a link to log on.

When setting up the user, HRWize will send them two emails with the first one being their Username and the second one for their Password. For this to work, you need to ensure you have entered an accurate email address in the employee file under "Work Email" as this is what is used for the email generation.

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Change a User Group

If you need to change a user's group, you can go to:

 People > Users

From there, click the user whose group you wish to edit by clicking "Edit" in the Action column. 

This will bring you to the following page, where you can change the user group:

Once you press 'Submit', wait until you receive the following notification at the top of your page before refreshing going back to your homepage.