Granting Employees/ Contacts Access to HRCenter & WebCenter
Any employees that have been manually entered or parsed into the system, will need to have their web user account established before being able to access HRCenter - even if they already have a WebCenter login. Once a web user account is created, employees can be assigned HRCenter workflows/pages and access the WebCenter employee portal.
*Note* Any employees whose record was created by registering through HRCenter will automatically have access to WebCenter by using the same HRCenter login credentials.
To grant access to TempWorks web modules, navigate to the 'actions' menu from the employee record and select 'Manage Web User Account.' This action will also be available within the contact record.
Once selected, you have two options, you may either:
- Invite the employee/contact to create their account
- Manually create user information
Select either of these option by clicking the 'check mark' indicating your preferred option.
1. Invite the Employee to Create Their Account
If you choose to invite the user, they must have a valid email on file. If the employee does not have an email address on file, navigate to details, contact methods and add their email address. The email address will then auto-populate into the email section as shown.
Selecting a role for the employee is required before you can invite them to WebCenter/HRCenter. A role determines what basic permissions (functions) the user will have within the employee portal of WebCenter.
Once selected, you may navigate back into their profile and change a given role at any time it becomes necessary .
*Note* If a role you are seeking isn’t listed, notify your administrator, they will be able to add roles.
Click 'Invite' to invite this user.
If everything is setup correctly you will receive the following notification. The user will then receive an email with further instructions on how to setup their account information.
2. Manually Create User Information
Additionally, you will be able to manually create a username and password from this section. Username is a required field and will need to be completed. Enter a username and select the check button to ensure that the username does not already exist.
*Note* A username can only be used once, it cannot be duplicated in any given entity.
In the password field you may create a password for the user by typing it in, or automatically create one by clicking generate.
*Note* If the generate button is clicked more than once, Enterprise will continue to populate alphanumeric passwords.
Once you have decided on a password, continue to the next field. Urge the user to change their password upon first login for security reasons. This is especially important for employees that are able to access pay information from WebCenter.
Choose the role you wish to give this user by selecting from the drop-down. The role of the user determines what they can see access within WebCenter.
*Note* If you have access to multiple tenants, be sure to select the tenant to which employee belongs.
Once you have filled out all fields in the manual creation area, click 'Create'.
*Note* This "Web User Credentials" information will not automatically be emailed to the employee for security reasons.
Modify an Existing Web Account
Once a web user account is created, you may modify it from the manage web user account area of the employee/contact actions menu selected earlier.
To change a username, type in the new username into the field where the current name is listed (1.); prior to saving be sure click 'Check' (2.)to ensure the username is not already in use elsewhere in your system.
*Note* You will receive an error message if you attempt to assign a username which already exists in your database:
Resetting a Password
Click 'reset password' (3.). There are two options when resetting a password.
The first option is to send the employee the option to reset their password by email. Within the reset password screen you may choose 'E-mail Reset Link' and then select save to do so. The system will automatically input the current e-mail address on file and send instructions to the employee on how to update their credentials.
The second option to updating an employee's password would be manually entering a new password for the employee or select generate to have the computer populate a password within this screen:You may select ' Display New Password Report' checkbox to populate a report listing the employee credentials:
You may select to print or export the report, whichever is beneficial for the employee to obtain the information:
*Note* If the employee/contact changes their password in HRCenter (done by clicking their username and selecting “forgot password”), Enterprise will automatically update the necessary fields of the web account section.
If you wish to change a user's role, select the newly desired permission from the (4.) drop-down menu. If you wish to deactivate the user from being able to access WebCenter, click the 'Activation Status' toggle until it reads 'Inactive' (5.), and save your changes to put them into effect. Users may be reactivated at any point by selecting "Active".
Assigning HRCenter Workflows
After their web user accounts are created, employees can be assigned HRCenter workflows. To do this, navigate to the actions menu and select assign HRCenter workflow.
You will be prompted with the setup workflow- assign window. The username automatically populates, select which workflow (required) and start at step (required) to start the user at. You may choose which language you would like this application to appear in from the language drop down. Click next.
*Note* The workflows and steps your team has created (or already assigned to this user) will populate the workflow drop down.
From here you will be able to setup the workflow by adding existing HRCenter pages a la carte. Simply highlight a page and select the + icon for any page(s) you wish to assign to the employee. Once your selection is complete, click "Finish."
When an employee logs on to HRCenter they will see all assigned pages and forms available from their dashboard. They can begin a workflow, or page, by clicking its name.
Assign Additional HRCenter Pages
Once the employee has gone through the application and onboarding process you have the ability to go back and add pages that you wish for them to fill out or update. Examples include a new form the customer requires the employee to fill out prior to assignment, W4’s that need updating, safety quizzes, etc.
Navigate to the actions menu, select assign additional HRCenter pages.The username automatically populates, select from the workflow dropdown where you would like the employee to begin.
The "page category" area may be used to filter what type (survey, form, informational, etc.) of page you wish to assign. This will alter which pages appear under the available column.
Select from the available column, highlight those in which you would like the employee to fill out. Click the + icon to assign to the employee. To remove those in the assigned column click on the X icon.