Granting Employees 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:
- Invite the employee/contact to create their account
- Manually create user information
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, click add. At any point in time, you may navigate back into their profile and change a given role.
*Note: If a role you are seeking isn’t listed, notify your administrator, they will be able to add roles.
Under role(s), select the role for this employee/contact. Click invite to invite this user. To remove a role, click the x icon.
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 dropdown and clicking "Add." The role of the user determines what they can see access within WebCenter.
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; therefore, you will want to either print or attach the generated report to an email.
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 the following error message if you attempt to assign a username which already exists in your database:
If you need to change a user's password, click reset password (3.). After clicking the button, you will be provided with the following report to give to the employee/contact; this contains a newly generated alphanumeric password:
*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.) dropdown menu. Note that clicking the x (5.) next to the currently assigned role will remove it, but a new one must be assigned before changes can be saved.
If you wish to deactivate a user, click "Deactivated" (6.), and save your changes to put them into effect. Users may be reactivated at any point by selecting "activated".
You will be able to view when the user last logged in date and time (7.). This is a great way to keep users accountable. e.g.: examples where the user claims to have logged in and entered their time, made changes, etc.
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.