This article explains how to create a System User who is not attached to Payroll or shown in a Rota.
This functionality can be used in various circumstances:
A ‘Super User’ login with more permissions than the employee’s personal login, such as HR/Payroll personnel
Running reports to include their ‘real’ record
Third party companies who need particular access to the system
The benefit of this is that there are not duplicate Payroll records for an employee.
Creating a ‘Super User’ Job Title
The first stage in creating a System User is to set up the job title.
To do so:
Go to HR > Company Admin > Job Titles > Create Job Title
Change the option of ‘System User’ to Yes
Fig.1 – Create Job Title
Assign the job title to the relevant Locations and Divisions, for example ‘Head Office’
Creating a ‘Super User’ Employee
Once the Super User job title has been created, it is now possible to create employees to attach to this job title.
Go to HR > Employees > Create New Employee
It is essential at this stage to complete any mandatory fields in order to move to the next page. It is suggested that the fields such as ‘First Name’ and ‘Surname’ are used to denote that this is to be a Super User, and who the Super User login is to apply to.
Once the relevant fields have been completed, select Next
Select the relevant Location and Division that the Super User was assigned to
Select the Job Title from the drop-down list
Fig.2 - Employment Details
Once the Super User job title has been selected, a pop-up message will display explaining that the selected job title will not be attached to Payroll (see Fig.3).
Fig.3 - Super User Message
Please Note: The ‘Annual Salary’ field must have a figure in it, even though this job title is not being attached to Payroll, such as ‘£0.01’. A payment method must also be inputted.
Select Next to continue
Within the ‘Assign Access Levels’ page, it is now possible to assign the relevant Access Level to the Super User so that they can see the employees required who fall below them in the hierarchy.
The relevant access also needs to be assigned to each module for the relevant Locations and Divisions that the Super User is to have access to.
The ‘Reports To’ field must also be correctly filled out if set as mandatory. If the Super User sits at the top of the hierarchy, this field will default to ‘No Managers’.
Once ready, select Next to finish the process
Fig.4 – Employee Access Levels
Creating a Login for the Super User
In order to allow the Super User access, a login must be created.
Go to HR > Employees > Employee List > Select Employee > Employee Access > Change Login Details
Enter the required Username and Password
Select Save to complete the changes
Fig.5 – Change Login Details