This article explains the differences between HR Admin and Super User (System User) logins. It will show when to use one or the other to help ensure the right employees have the correct level of access across different modules in Workforce Management.
What is an HR Admin Login User?
The HR Admin login is a separate login for the Workforce Management solution that sits outside the hierarchy and isn’t controlled by it, thus allowing the user to see all employees.
This login should be used rarely, due to any actions taken whilst using this login will record “System Admin” in the history, which isn’t ideal for auditing purposes.
The actions that are limited to the HR Admin login only and cannot be shared to Super User records are:
- Create ‘Access Permission Templates’
- Edit Wage Function Settings in Rotas
- Portal configuration - logo, portal colour and portal images
- Limited access to the Payroll module
How to set up an HR Admin Login?
An employee record does not exist for this user in the same way as a Super User record does. When navigating the HR module, “Self Administration” is not displayed. If unsure who holds the HR Admin Login, this can be requested to be reset via your Customer Success Manager (CSM) or Fourth’s Customer Care Team.
If the HR Admin login holder leaves the business, the record password/username should be reset immediately.
What is a Super Admin User?
A Super User is not attached to the Payroll module or shown in a rota. It requires an employee record against the ‘Super User’ job title. The Super User login will hold more permissions than the employee’s personal login, such as HR/Payroll personnel. Super Users can also be used by third party companies that need particular access to the system.
It is strongly recommended to not re-use any Super User accounts and to always terminate them once an employee has left the company. Historical data will always be associated with the active Super User account, regardless of the account itself being overwritten with different employee details or not.
The following article explains how to create a Super User job title and how to create a Super User employee record: WFM - Creating a System User
Managing Additional Logins
To help remember to terminate a Super User or HR Admin login account once the associated employee has left the company, it is recommended to set up an asset on the employee record when the additional login has been granted.
The asset will work as a reminder and prevent the employee from being terminated until the asset has been cleared.
To find out more details on how to create and assign assets, please see the following articles:
WFM - Creating Asset Types
WFM - Recording Assets for Employees
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