This article explains the differences between the 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 Admin Login?
The 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 Admin user to see all employees.
This login is not assigned to a user. It would be an additional login to the one used for self-administration and holidays.
The login should be used rarely. Actions performed using it will be audited as ‘System Admin’, therefore it is recommended that the Admin login is only used when necessary for portal configuration purposes.
The actions that are limited to the Admin login only and cannot be assigned as permissions to access templates or users 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
- No access to Labour Productivity
HR Access Examples
When logging in via the Admin login, the Self Administration option is not available.
Instead, there is the ability to Change Admin Login username and password.
Fig.1 - HR Access
- Creating additional access permission Templates are only available with the Admin login
Fig.2 - Creating access permission Templates
- Changing Portal Formatting settings are only available with the Admin login
Fig.3 - Creating access permission Templates
Rotas Access Example
Wage Function Settings configuration is only available with the Admin login.
Further guidance on this topic can be found here: WFM UK Rotas: Reviewing the Rota Wage Cost
Fig.4 - Wage Function Settings
Labour Productivity Example
The Labour Productivity module can only be assigned to users that exist on a hierarchy, therefore the Admin login cannot access the Labour Productivity module as it sits outside the hierarchy and a Super User record will need to be created instead.
How to Set Up an 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 within the Company Admin dropdown.
Resetting the Admin Login
If unsure who holds the Admin login, this can be requested to be reset via your Customer Success Manager (CSM) or Fourth’s Customer Care Team.
If the Admin login holder leaves the business, the record password/username should be reset immediately due to the sensitive nature of the data that can be accessed.
What is a Super User?
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.
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 generally hold more permissions than the employee’s personal login, such as HR/Payroll personnel. However, due to customer configuration, depending on where the Super User is placed on the Hierarchy and the permissions assigned via a template or bespoke access being assigned, this may not be the case.
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.
If the user has been created as a System User they will appear in the Show Employees drop-down filter when searching for an employee.
Fig.5 - System User
Managing Additional Logins
To help remember to terminate a Super User or 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 - Recording Assets for Employees
If you are having a technical issue and need assistance, please contact us through the blue "Help" button in the corner or refer to our Support Contact Information article.
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