HR

Step-by-step guide

This guide will show you how to manage HR sign-in accounts for starters and leavers, to enable and disable user access at the appropriate time.

Contents

• Creating Sign-In Accounts – Add New Employee (Workflow)/Wizard
• Creating Sign-In Accounts – Login Account Status
• New Global/Group Admin User
• Leaver sign-in accounts

Creating Sign-In Accounts – Add New Employee (Workflow)/Wizard

• A Sign-in account can be created when adding a new starter in the Security section of the workflow.  Go to:
  • Latest Navigation: Starters & Leavers > Starters > Add new employee (workflow)
  • Pre-2025 Navigation: People Admin > Starters > New Employee Wizard
    
    
• Enable the slider Create login account to create a new sign-in account when adding a new record
  

• A Contact/Work Email Address (subject to configuration) is mandatory to create a sign-in account and a message will warn you if the email has not been populated at stage 1
• Once completed, the user will be synced to the sign-in area and their account will become current from the Enable From date.  Users logging in with email and password (rather than SSO) can be sent an account activation email on the date their account is enabled, subject to this being enabled in the Sign-In Admin > Settings area (see Sign-In Admin Settings guide for more details)
• If you do not wish to create a sign-in account at this stage, or are adding a record via Add new employee (Personal Details only)/Add New Employee (Manual), you can create it later via the Login account status page
  

Creating Sign-In Accounts – Login Account Status

• Go to Data Management > Login account status

• This page allows you to manually create sign-in accounts
• There is a Subset filter button top right to help you filter search criteria or include leavers as necessary

• The Not Assigned tab shows users without a sign-in account
• Select the users and click Create login account
• A new window will open so you can check the records and amend any dates as needed.  Dates are populated from Personal Details start date/date left and amending information will show a copy down button if you wish to update in bulk

• Future starters will not be able to sign in until their Enabled from date is reached and their account becomes active
• If including leavers, if their Enabled to date has passed then this will need to be removed/updated to a future date, for them to be able to sign in
• Click Approve to sync the selected accounts or Back to cancel
• The Being Processed tab provides the sync status to the Sign-In area

• Once successful, users logging in with email and password (rather than SSO) can be sent an account activation email on the date their account is enabled, subject to this setting being turned on in the Sign-In Admin > Settings area (see Sign-In Admin Settings guide for more details)
• The account will now be manageable in the Sign-In Admin area

New Global/Group Admin User

• If a new user will manage other user accounts, they will need a Global/Group Admin licence in the Sign-In Admin area
• Create the user following one of the methods above, and once their account has synced, you can edit their User Role in Sign-In Admin > Users 

Please see the Sign-In Admin Settings guide for more details on this area.

Leaver sign-in accounts

• When a leaver is processed via the Leaver Workflow/Wizard, their Date Left will sync with the account Enabled to field in the Sign-in Admin area >Users tab
• The user's account will become inactive from the Enabled to date so they will no longer be able to sign in
  

Please see the Sign-In Admin Settings guide for more details on this area.