System administrator access in HR

This guide explains the enhanced configuration options and access that users with a system administrator licence are granted.

🎓E-learning available

System administrators should complete the HR system setup learning journey on Ciphr Academy to learn how to manage the configuration and maintenance of HR.

⚠ Important: To ensure access via SSO please log in to the Academy via your HR system first

Once logged in, you can access the e-learning here: HR system setup

Introduction
System administrator access
Salary proposals
Bulk change
Add a system administrator
Remove a system administrator
Related articles

Introduction

The licensing of your Ciphr HR system covers:

The number of current employee records you can hold
The number of system administrators you can have
The number of report designer licences you have
The number of users that can access Ciphr academy

The system administrator licence enables assigned users to access areas of Ciphr that other users can't access, and automatically grants them access to Ciphr academy (no separate academy licence needed).

System administrator access

The System Administrator users have exclusive access to certain pages.
These can be identified in System Configuration > Role Management
Click on a User role then Pages. Those marked with a green tick can only be accessed by users in the System Administrator role

Note: Even if a page is set to have Write Access for a user role they will still not be able to see the page unless they are a System Administrator.

Whilst there are a number of pages that this affects it is worth noting the following with respect to salary proposals and bulk change.

Tip: The System Administrator licence doesn’t include access to Ciphr Sign in Admin. This needs a Global Admin or Group Admin role in Sign-in.

Salary proposals

Users must be defined as System Administrators to carry out the salary review
Go to Job, Pay & Reward > Job and Pay Administration > Pay Review

Bulk change

Bulk Change can be used to modify the contents of a field for a group of employee records at the same, or to record additional information. Eg a training record or an absence record for a selected group of employees
In order to carry out a bulk change you must be a system administrator
Go to Data Management > Bulk Change

Add a system administrator

Go to System Configuration > Licensing. You need write access to this page, which you can check in Role Management.
Select the System Administrators tab. This lists your current system administrators.
Check the bar at the top of the screen. The green section shows the licences in use and the grey section shows how many are still available. If every licence is in use, the bar is fully green and you won’t see the add button.

Select Add System Administrators
Search for the person using the search or filter options.
Select the person. Hold down Ctrl then click more names to select more than one.
Select Add System Administrators at the bottom of the window, then select Yes to confirm.
The person is added to the list. The green section of the bar grows and the grey section shrinks.

Note: System administrators automatically get access to Ciphr Academy, so you don’t need to assign an Academy licence as well.

If you’ve used all your licences and need to purchase more, contact your customer experience manager.

Remove a system administrator

Go to System Configuration > Licensing and select the System Administrators tab.
Select Remove next to the person, then select Yes to confirm.

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