WFM UK: HR: Creating a System User

Overview
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​This article explains how to create a System User who is not attached to Payroll or shown in a Rota.

This can be useful for:

• Super User Logins: provide more permissions than an employee’s personal login, ideal for HR/Payroll personnel
• Report Accuracy: includes the user's 'real' record in reports without payroll duplication
  
• Third-Party Access: allows external companies specific access to the system

The benefit of this is that there are no duplicate Payroll records for employee logging in.

Please note: If using the portal admin login, you will not be able to create new employee records - this login is used for providing access/permissions, not employee creation. You would need to use your regular logins to create the system/super user record that has access to do so.

The portal admin is a separate login that sits outside the hierarchy and isn’t controlled by it, thus allowing the Admin user to see all employees. Please refer to the Admin and Super User Login Differences article for further information.

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

• Select Next 

Fig.1 – Create Job Title

• Assign the job title to the relevant Locations and Divisions, for example ‘Head Office’

• Save 

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. 

Please note: If the newly created system/super user record needs to be assigned to the highest access level in the access level hierarchy then the process would be to use the portal admin login to be able to select the highest option in the list.

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