Staff/Admin users are internal staff in your organisation (eg payroll team, support staff, consultants and management) who have been given administrator access to your portal.
There are two main types of Staff/Admin users that can be set up for a portal.
The Recruiter profile type is given to internal users who can add new employees to the system and assign jobs to employees.
These users cannot approve timesheets, but are able to mark unopened timesheets as Did Not Work.
There are different levels of access that can be set for an Administrator in the System Access tab of their profile.
The Financial Controller options will display in your portal but are no longer used. Both the Finance Administrator and Finance Officer permissions can be set on an Administrator profile.
Add a Staff/Admin User Profile
To add a Staff/Admin user:
Go to Users > Staff/Admins > Create New User.
Select the Profile Type from the drop-down options.
Enter the First and Last Name of the user. You may have users who are employees and also require administrator access. We suggest using something like ‘Admin’ in the last name field as their actual surname will be used in their employee profile.
Click Create User.
Enter the Primary Email Address, as this is mandatory. The First Name and Last Name that you enter when first creating the profile will pull through. Other fields can be completed, but are optional.
Click Save & Activate to activate.
Once the profile is saved, go to System Access to select the account permissions to apply to the user.
Lock a Staff/Admin User Profile
Staff/Admin profiles can be locked to restrict users from accessing their portal.
To lock a Staff/Admin profile:
Go to Users > Staff/Admins.
Select the user you would like to lock.
Click With selected Staff… > Lock Selected Users > Go > Confirm.
You can also lock a Staff/Admin user by clicking into the specific profile, then selecting ‘Lock Profile’.
Locked users will appear in the list of Staff/Admins with a line through their name when the Report Settings filters are set to include them.
To unlock a locked Staff/Admin profile:
Go to Users > Staff/Admins.
In Report Settings, tick ‘Include Locked Users’.
Select the Staff/Admin that you would like to unlock.
Click With selected Staff… > Unlock Selected Users > Go > Confirm.
IMPORTANT: If an Admin user is leaving the business, communications to this user profile should also be switched off. Please untick any notification preferences in the Personal Details section and then save the changes.
Delete a Staff/Admin User Profile
You can delete a Staff/Admin profile as long as there is no data associated with it. An error message will flag if you try to delete a user with data linked to their profile. If a user record can’t be deleted, you can lock it instead.