Managing Users

Introduction

You can create, edit, and deactivate user accounts for your employees via the Manage Users page. You can find this page by going to HR Tools → Users.

This page is divided into four panes. The top-left pane is a list of all users in your company. Inactive users are hidden by default, but you can display them by checking the “Show inactive users” checkbox.

Inactive users appear grayed out with a line through them.

User list

User list showing inactive users

Adding a new user

To add a new user, click the “Add New User” button.

This will bring up the new user form in the “User Details” pane (the top-right pane). Fill in the user’s information and click save.

User details pane for creating a new user

The user is now created, but is not yet active. See below for instructions on assigning a user roles and locations, as well as activating the user’s account.

Assigning roles

When a user is selected, the “Roles” pane (the bottom-left pane) will show the available roles that can be assigned to the user. Roles define what level of access the user will have within BenManage.

Roles pane

The commonly used roles are:

• Corporate Admin has full access to your company in BenManage.

• Location Admin has the ability to hire employees at their assigned locations.

• Location HR can pre-hire employees at their assigned locations, but not hire them.

• Receive Reports Only can only receive reports.

• Simple Employee Access can only list and download files from the dashboard

To assign a role to a user, check the box next to the desired role (generally there should be no need to assign multiple roles to a user). After selecting the role(s) you must save your changes by clicking the “Save” button in the “User Details” pane.

Assigning locations

When a user is selected, the “Locations” pane (the bottom-right pane) will show the available locations that can be assigned to the user. When a user is assigned to a location, they have the access at that location as defined by their assigned roles.

Users with the Corporate Admin role automatically have access to all locations and do not need to have locations assigned to them

Locations pane

To assign a location to a user, check the box next to the desired location. After selecting the location(s) you must save your changes by clicking the “Save” button in the “User Details” pane.

Activating a user’s account

Before a user can log in, they must be sent an activation email and activate their account. A user who has not yet been sent an activation email will appear in the “User Details” pane with a status of “New”.

User Details pane for an existing user

To send the user an activation code, click the “Activate/Reset Account” button. A dialog will pop up confirming your intention to send them an activation email. Make sure the “Send activation email to user” box is checked and then click “Activate”.

You will see that the user’s status in the “User Details” pane now shows as “Pending”.

The user will shortly receive an email with an activation link. Clicking this link will take them to BenManage and allow them to set their password.

A user’s password should be long, yet easy to remember. They should never share it with anyone, not even you or their superiors. If you need to have multiple employees with access to BenManage, create a separate account for each employee. A user’s account can be deactivated at any time and there should never be a need for them to discuss their password with anyone.

The activation link sent to a user expires after seven days, as indicated in the activation email. Users should activate their accounts promptly to avoid having to be sent another activation email.

Deactivating an account

If an employee is terminated, or for some other reason should no longer have access to BenManage, you should immediately deactivate their account so that they no longer have access to sensitive information. To deactivate a user’s account, simply click the “Deactivate Account” button in the “User Details” page and click “Deactivate user” in the confirmation dialog. This will deactivate the user and prevent them from being able to log in.

Deactivating a user means that if you wish to give them access again in the future their account will need to be reactivated and they will have to set their password again. If you wish to temporarily restrict a user’s access (for example, if they are on leave), a better option may be to remove their role(s) until you wish to reinstate their access. This way they will not have to go through the reactivation process again.