How to create Batch Users
Security>>New User>>Create Batch Users
Batch Users
This feature allows you to Create users/employees in batches for the Self Service modules (i.e. access to the Manager, Employee, Timekeeper Self Service Modules, etc.). This is useful if you wish to create users for a whole department or for a group of employees with the same User Group and Database permissions.
User IDs are created by the system based on a configuration of employees’ first and last names. Batch users will use the same password as specified here for first time login to the HRplus application.
Steps to set up Batch Users are as follows:
STEP 1 : Creating User ID and Password Setup
STEP 2 : Select Application Permission
STEP 3 : Select Users to create based on Department and Employee name
STEP 1: Create User ID and protocol for Password Generation
Random Password: Select Yes or No if you wish to use a random password for the batch users being created.
- If 'Yes' is selected, then Static Password can be left blank. When the batch users are created, a random password will be generated by the HRplus application and this will be sent to the employee's email for them to be able to login to HRplus.
- If No is selected, then you must enter a static password which would allow all users to log in using the same password.
Static Password: If you selected ''No'' for the Random Password option, then you must enter a (user-generated) static password here. e.g. P@ssword123. The password entered must meet the criteria setup in Security Settings >> Password Configurations for the users to be able to log into HRplus successfully. This can be later changed by the user Via the Change Password icon (accessible to all HRplus Users).
If this option is being used then it is strongly recommended that the Two Factor Authentication be enabled to ensure that there is a second layer of security to access user accounts.
Language: Select one of the language options available. All users created in this batch will view HRplus in the selected language.
Set user email using: The email address entered here determines the address to which work-related messages are sent to employees.
- Primary Email: employee's main email address.
- Work Email: employee's work email address.
Use employee position to determine Timezone?: Select "Yes" if the employee's position is used to determine the timezone. Select "No" if this option is not being used.
Observe daylight savings?: Enable or Disable daylight savings which is from second Sunday in March to first Sunday in November.
Use Email as User ID: Select "Yes" if the user's email address is to be used as their user ID to log into HRPlus. Select "No" if this option is not being used.
Use Global ID as User ID: Select "Yes" if the user's Global ID is to be used as their user ID to log into HRPlus. Select "No" if this option is not being used.
Derive IDs Using: User names can be derived from First Name, Last Name or First and Last Name. You may choose to generate user names using the first 3, 4, 5, 10 etc. characters of the employee’s First Name, Last Name or First and Last Name. If you choose the First and Last Name option, specify the number of characters from the First Name and also Last Name.
Action for same User Ids: In using the name combinations, some users may have the same user ID. To avoid this, select one of the action options below:
- Make unique: the system will add numeric character/s to the User Id so that there will be no duplicates. The system will create as many unique User Ids as possible e.g. if you choose 10 characters and the system has to create 105 user accounts with, say, the name‘Kevin’ the system will only be able to create 99 unique user names (Kevin01, Kevin02, Kevin03...Kevin09).
- Do not create - the system will not create users with the same name.
User ID created with First and Last name
STEP 2 : Select Application Permissions
Application Permissions - Check the required option based on the employees or group of employees
Self Serve Employee – An employee is allowed to update his/her profile, view his/her payslip, request leave view balances etc…
Self Serve Leave – An employee would be allowed to view how much leave they have and to request leave .
Payroll – Persons that are running payroll will get this access
Self Serve Payslip – An employee would be able to view and print his/her payslip
Self Serve TimeKeeper – is responsible for scheduling shifts, keeping all attendance logs up to date, and ensuring time sheets are current.
Self Serve Manager – is responsible for all approval requests that are submitted to them
Then select Next.
STEP 3 : Select the Users to create
There are two (2) ways to select employees:
Click the department/s and the system will display the departments’ employees. Select the employee/s. User IDs will be created for all selected employees (for whom accounts do not already exist) in the selected department/s.
Create users by Department
Click the department/s and the system will display the departments’ employees. Select the employee/s. User IDs will be created for all selected employees (for whom accounts do not already exist) in the selected department/s.
Created Selected Employees within the Department
- Select the employee/s. User IDs will be created for all selected employees (for whom accounts do not already exist).
- Click on the Submit button to generate the User IDs.
STEP 4 : Employees can View their User Credentials
The user will receive an email in his/her inbox.
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