The screen for giving somebody a sign-in account: their name, photo, username, email, contact number, the group they belong to and their password.
When to use it
When a new person needs to sign in to the system or to the mobile app.
Before you start
Decide which user group they belong to. The group decides everything they can open and do.
Where to find it
Open the HR area from the main menu, then Team Member.
The fields on this screen
| Section | Field (on screen) | What to enter | Required |
|---|---|---|---|
| Member Info | Full Name | The name shown in the Team Member list and on this person's profile. | Yes |
| Member Info | Photo | Upload a photo of this team member. Leave it blank if you do not have one. | No |
| Login Details | Username | The name this person signs in with. No two people in your organization can share one. | Yes |
| Login Details | Primary Email | Where account mail such as a password reset is sent. It can also be used to sign in. | Yes |
| Login Details | User Authority Group | The group that decides what this person may open and do. Super Admin is not offered here. | Yes |
| Login Details | Is Active | Until this is ticked, the person is refused at sign-in and told an admin must approve the account. | No |
| Login Details | Password | The password this person signs in with. It is saved scrambled and cannot be read back later. | Yes |
| Personal Details | Phone Number | Contact number for this person. The system does not send messages or codes to it. | Yes |
How it works
Saving creates the sign-in account. Until it is ticked as approved, the person is refused at sign-in and told an administrator has to approve the account. So a new account cannot be used until somebody comes back and ticks it.
The username has to be unique within your organization. The password is stored scrambled and cannot be read back; to change it, set a new one. The contact number is kept for reference only, and nothing is sent to it.
This is a login, not a staff record
Nothing on this screen reaches HR or payroll. The person's employment details, their account in your books, their salary and their attendance all live on the Employee screen, and payroll never looks here.
The older Designation, Social, Personal Details, Institute and Payroll sections that this screen used to carry are switched off. Anything typed into them is not saved, and no salary was ever paid from them.
For a member of staff, do both. Create the sign-in account here, then create their Employee record and link it to this account. Without that link their attendance cannot be matched to them, and they will show as absent every day.
Tips and common mistakes
- Do not create a second account for somebody who already has one. Attendance follows the account the Employee record points at, and punches made on the other one are never seen.
- Turn off an account when somebody leaves. That stops them signing in. It does not stop them being paid; ending their salary assignment does that.
- The user group is not a job post. Post and department live on the Employee record.
Related guides
- Employee: the staff record this account should be linked to
- Employee Salary Assignment: what actually stops somebody being paid