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This screen allows you to manage the users of the payroll system and to assign rights and restrictions to each person. Note: For security purposes, none of the cells in the table can be changed for the current logged-in user. If the current logged in user needs to change an option, they must do so from the appropriate screen that corresponds to the cell they wish to edit (e.g. if Joe wishes to change his password, he must do so in the Password screen via the <Username> - Password menu).
There are two types of users that can be created:
Visit the Button Descriptions help page to view detailed descriptions of every button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button's text appears in a Grey color, either the command is not applicable to the current page, or its function has already been applied (e.g. some items can only be added once, therefore the New button will be unavailable on certain screens after it is used).
Generate Employee User Accounts - This button creates an Employee Self-Service user account for each employee who has a valid email assigned in the Setup Employee screen. This user account allows employees to view their pay statement history. Employees can also edit their address and other personal information. When the button is selected, applicable employees will be sent an email that contains his/her unique login credentials (i.e. Username and Password). If an employee does not have an email address assigned, a user account will not be created for them. Refer to the Adding Users to eNETEmployer tutorial for detailed instructions on this procedure.
Misplaced Login Credentials: If an employee loses his/her login credentials, the payroll administrator can reset the password so that the employee may access the user account once again. For added security, the administrator may also specifiy that the user must change the password immediately upon the next login. Refer to the Working with Passwords tutorial for detailed instructions on this procedure.
Creating User Accounts: Each employee must have a user account created for them if they wish to log in and view their personal information. To setup a user account for an employee, you must first choose the Employee - Setup Employee menu command to open the Setup Employee screen, and then complete the employee's required information (including their valid email address). Once this information is complete, you can return to the Users screen and choose the Generate Employee User Accounts button.
The following section displays help for the various cells and columns shown in the main table on this screen. If you see a help description on this page for a column that does not appear on your screen, one of the following will apply:
Use this cell to specify one or more employees whose data can be viewed by the corresponding user in each row, when said user is using the HR module. For example, if you are editing the row for a user named Pat Testman, and you want Pat to be able to see the HR data for all other employees, you would place a check in the box at the top of this drop down list (which will select all of the employees in the list). Editing the cell displays a drop-down menu where you can choose various employees that may be assigned via their corresponding checkbox. The menu also includes a search box at the top where you can type in a word (or words) and have matching employees displayed quickly in the list.
Use this cell to re-enter the password that will be used by the current person to log into the program. This second confirmation step is useful to ensure that the new password is being entered exactly as desired (to avoid user lockout). As a security measure, this cell will show as blank regardless if the password has been defined previously.
Note: This cell works in conjunction with the New Password cell in that you must enter the identical password in both of the cells. If the password is not identical in these two cells, the password will be rejected and a Red notification bar will appear at the top of the screen when you attempt to save the changes.
Use this cell to enter the user's current password. Required only during the process of changing a user's password, this cell is required for non-administrative users only as an added security measure (i.e. administrators do not have to know the user's current password if they are asked to reset a password on the user's behalf). This step is required for non-administrators to ensure that the person requesting the password change has the necessary validation. That is, if the user does not know their current password, then they are not allowed to create a new one. This security measure prevents unauthorized users from changing another user's password while the authorized user is away from his/her computer (but still logged in to the program). For additional security, this cell will show as blank regardless if the password has been defined previously.
Use this cell to enter the user's email address. Valid email addresses, such as firstname.lastname@example.org are made up of the name, followed by the @ symbol, followed by a domain. The domain part is not case-sensitive, but the name portion may be, depending on the persons email server settings. Underscores and hyphens are permitted, but other special characters (e.g. #, $, !, quotes and spaces) are not. The email address is used in several locations throughout the program including email notifications and password reset.
This cell displays each employee's unique Employee Number. The number and name shown here was generated by the program when the employee's user account was created (see the Creating User Accounts note above) and is uneditable on this screen. If you wish to edit the number and name shown in this cell, you can do so via the Setup Employees screen.
If the word <None> appears in this cell for a given employee, it indicates that the employee is not assigned to the current payroll. Users may exist outside of a payroll under several circumstances:
This cell is used to specify whether the user is allowed to login to the program. Editing the cell will display a checkbox where you can specify the two available options: Yes (user can login to the program) or No (user cannot access the program).
This cell is used to enter the full name of the user (e.g. Mary Smith) that will be used in the program's Welcome screen. This name differs from the User Name cell in that you may have multiple users that share the same common name (i.e. there are two staff members named "Mary Smith").
Note: If you used the Generate Employee User Accounts button to assign one or more users to a payroll, the cell will show their employee number followed by their full name, surname, and given name respectively (you can edit the cell and remove the employee number if desired).
Available for Administrator accounts only, this cell displays the dale and time that the corresponding user has logged into the program. This can be useful in cases where you wish to check if one or more users accessed the payroll since you were last logged in.
Use this cell to enter a new password for the user. This action may be necessary if the user has forgotten or lost their original password. For discretionary purposes, the password will not be displayed in the cell while it is being edited. Instead, an asterisk (*) will be displayed for each character entered.
A password strength meter will appear while editing this field so that you have immediate feedback on the validity and strength of the password while it is being typed. If the password meter indicates Weak, the password will be rejected and you will see a Red notification bar at the top of the screen when you attempt to save the changes. If this occurs, please use a combination of alphanumeric characters until a Good or Strong designation appears in the meter. Passwords must be at least 6 characters in length.
Note: This cell works in conjunction with the Confirm Password cell in that you must enter the identical password in both of the cells. If the password is not identical in these two cells, the password will be rejected and you will see a Red notification bar at the top of the screen when you attempt to save the changes.
This cell displays the privileges that have been assigned to each user. Privileges allow you to control the actions that the user will be able to perform when they use the program.
Employee - This is the default option for employees who have not been assigned any privileges. An Employee designation means that the user has no additional privileges assigned and is restricted to viewing their personal information only.
When Adding a New User - When you are in the process of adding a new user, you will not be able to assign a privilege until you have saved the row at least once.
Further, the above mentioned Employee option will no longer appear in this list once the first privilege is assigned.
<Various Privileges> - Editing the cell displays a drop-down menu where you can choose the various privileges that may be assigned to each user. Choosing the drop-down menu displays the available options that can be enabled via its corresponding checkbox. The menu also includes a search box at the top where you can type in a word(s) and have matching items displayed quickly in the list.
Privilege Description Administrator
If chosen, the user will be designated as an Administrator. This designation provides full access to the program and includes all of the items listed in the Privileges cell.
Confirm Calculation If chosen, this option will allow the user to finalize and close payrolls. Data Entry If chosen, the user is allowed to perform data entry and make changes throughout the various programs screens. HR Modify If chosen, the user is allowed to modify information throughout the various screens in the HR module. HR View If chosen, the user is allowed to view information found in the HR module. They cannot modify the information. Modify Company Info If chosen, the user is allowed access to all of the program tabs and can modify all types of company information. Modify Employees Pay Info If chosen, the user is allowed to modify pay-related information for all employees.
Modify Employees Personal Info
If chosen, the user is allowed to modify the personal information for all employees as defined in the Setup Employee screen (and other similar screens). Payroll Calculation If chosen, the user is allowed to calculate payrolls. Print Payroll Info If chosen, the user is allowed to print payroll information. Recruitment If chosen, the user is allowed to work with the program's Recruitment feature. Schedule Close If chosen, the user is allowed to close any schedule defined in the Schedule module. Schedule Modify If chosen, the user is allowed to modify any schedule defined in the Schedule module. Schedule View If chosen, the user is allowed to view any schedule as defined in the Schedule module. They cannot modify the information. Time Modify If chosen, the user is allowed to modify information found in the Time module. Time Payroll If chosen, the user is allowed to make changes in the Time - Payroll screen. Time View If chosen, the user is allowed to view information found in the Time module. They cannot modify the information. View Company Info If chosen, the user is allowed access to all of the system tabs and can view all types of company information. They cannot modify the information. View Employees Pay Info If chosen, the user is allowed to view pay information for all employees. They cannot modify the information. View Employees Personal Info If chosen, the user is allowed to view the personal information for all employees as defined in the Setup Employee screen (and other similar screens). They cannot modify the information.
Year End Processing
If chosen, the user is allowed to perform the Year-End process for payrolls.
Use this cell to specify if the user(s) must change their password the next time they log in to the program. If this option is changed while a user is currently logged into the program, he/she will be required to change the password immediately when moving to a new screen.
This cell shows the name that the user must use to login to the eNETEmployer program. The name must be unique from all other users and may contain any combination of letters, numbers or special characters. Note: The default name provided is based on the user's name and includes a suffix that is added by Canadian Payroll Systems (typically based on your company's name). For example, if Mary Smith works at XYZ Company, the default username could be: msmith@xyzco.