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| Click <u>Administer Users</u> to create, update and disable user accounts to enforce secure access to the system. Only the System Administrator can add and update user accounts.
| | #REDIRECT [[iHRIS:Administer Users (4.0.5)]] |
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| == Add a User ==
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| In order to allow a user to access the system, the System Administrator must create a user account for the person, with a unique username and password. Each user is assigned a role, which determines the actions that the user can perform in the system.
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| # On the Home page or left menu, click <u>Configure System</u>.
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| # Click <u>Administer Users</u>.
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| # Select <u>Add New User</u> from the dropdown menu and click the <code>Add</code> button.
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| # Enter a '''Username''' for the user: one word with no special characters (letters and numbers only).
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| # Enter the '''First Name''' and '''Surname''' of the user.
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| # Enter an '''Email''' for the user, if known (optional).
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| # Select the '''Role''' of the user (see below for roles). If no role is selected, the user will be disabled and cannot access the system in any capacity.
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| # Select the option to randomly '''Generate New Password''' or enter a '''Password''' for the user. If the password is entered, re-enter it to confirm. The two passwords must match. | |
| # Click <code>Confirm</code> and confirm that the account entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| If an email address was entered, an email message will be sent to the user with the username and password. Otherwise, you will have to provide the user with the username and password.
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| === iHRIS Manage User Roles ===
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| * '''System Administrator:''' has full access to the system
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| * '''HR Manager:''' manages system data, including correcting data, creating the job structure and managing data selection lists; can search for, view, enter data in and correct any record and generate any report
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| * '''HR Staff:''' enters and updates records and positions; can generate any report
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| * '''Executive Manager:''' generates reports in order to analyze data; can search for and view any record but cannot enter data into the system
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| * '''Training Manager:''' sets up the in-service training management program, schedules employees for trainings and evaluates employees performance in trainings
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| === Troubleshooting ===
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| '''A required field was not completed.'''
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| The system will display an error message. The required field(s) will be outlined in red. Complete the missing fields and try saving again. If you do not want to add the user account after all, click <code>Return (do not save changes)</code>.
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| '''The username is already in the system.'''
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| The system will generate an error for duplicate usernames. Return to the Administer Users screen and select the username from the dropdown menu to edit the user account (see Update a User).
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| == Update a User ==
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| If information about a user has changed, the System Administrator can update the user account with the change. Usernames and passwords may also be changed. If a user no longer has access to the system, the account can be disabled.
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| # On the Home page or left menu, click <u>Configure System</u>.
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| # Click <u>Administer Users</u>.
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| # From the menu select the user account to change.
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| # The user account information is displayed. Make the change or select "No Access" from the '''Role''' menu to disable the account.
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| # Click <code>Confirm</code> and confirm that the changes are correct. If not, click <code>Edit</code> to change them. If it is, click <code>Save</code> to save them.
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| === Troubleshooting ===
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| '''A required field was not completed.'''
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| The system will display an error message. The required field(s) will be outlined in red. Complete the missing fields and try saving again. If you do not want to update the user account after all, click <code>Return (do not save changes)</code>.
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