Like any user type, there are a number of ways for you to add Employees into the system. These include CSV or API Imports, SCIM and User Provisioning or Employee Registration, depending on your organisation and how you chose to approach it.
API / SCIM / User Provisioning will require some technical resource on your side to set this up. These would be the most efficient options as they would allow you to automatically create Employee records and keep them up to date.
CSV Imports are a great option for one off bulk uploads, if you can access your employee data and get it into a spreadsheet. This will allow you to import records, create contacts and Hiring Managers all in one go, then when the Employee registers on the portal, they will be linked to the correct contact automatically. Please see these guides for more information on importing Contacts and Organisations.
User Admin is the manual option, which will allow you individually create employee users and set log in details.
Employee Registration is a process designed to help you engage with employees and give them the chance to opt-in to the portal, thus creating their own account.
Manually Creating Employees
Creating an Employee follows the same process as creating a Hiring Manager, with the only difference being that, when clicking New, you'd select Employee rather than Hiring Manager.
Employee Registration
To configure Employee Registration, navigate to Admin > System / Security Settings > Employees.
There are two sections that relate directly to Employee Registration.
Registration - Validated Domain
This process allows Employees to sign up on the portal, so long as they register with a valid specified domain within their email address, i.e. a work email or suitable alternative, such as @eploy.co.uk.
To activate this, set Allow New User To Be Created with Validated Domain to Yes.
You'll now be able to enter Valid Domains.
🤓 Tip When adding valid domains, don't include the @. If adding multiple domains, separate each one with a comma.
Upon registration, Eploy will attempt to match the Employee with an existing Contact record in the system, matching against the email address provided, creating a new Employee User linked to the Contact if successful.
If No Match Found allows you to specify what should be done if Eploy is unable to locate a corresponding Contact record. Either:
Import against Specified Organisation - choose this option then select the Organisation record to create the new Contact and User against and, optionally, set a Status for the new Contact, allowing you to easily track new Employee registrations for validation purposes.
Or,
Do Not Create - choose this to prevent Eploy for creating the new Contact and User.
Registration - Any Domain
If your employees don't have access to a work email account, you can allow them to register using their personal email address on any domain.
This works by generating a unique URL which, when used to access the portal, will allow them to create an account.
To use this feature, set Allow New Users To Be Created with Any Domains to YES.
Click Generate New URL - this will display the registration URL.
This URL can then be published internally. Anyone who uses the URL will be taken to the Employee Login page where they can either login or register.
🤓 Tip By converting the URL to a QR code, Employees will be able to register and access the Employee Portal from their phone!
Google Chrome and Microsoft Edge include a QR code generator as part of their sharing options.
Upon registration, Eploy will attempt to match the Employee with an existing Contact record in the system, matching against the email address provided, creating a new Employee User linked to the Contact if successful.
If No Match Found allows you to specify what should be done if Eploy is unable to locate a corresponding Contact record. Either:
Import against Specified Organisation - choose this option then select the Organisation record to create the new Contact and User against and, optionally, set a Status for the new Contact, allowing you to easily track new Employee registrations for validation purposes.
Or,
Do Not Create - choose this to prevent Eploy for creating the new Contact and User.
Restrict Access to the Employee Portal
As with any User, access to the Employee Portal can be removed by Deactivating the User. Navigate to Admin > Users, Roles & Permissions > Users. Use the filters to locate the Employee User - click their name then Deactivate.
Access to the Employee Portal can also be restricted using a specific Contact Status, for example, if you wish to validate an Employee following self-registration.
To do this:
First ensure you have a suitable Contact status available (Admin > Drop Down Lists > Contact Status).
Next, Navigate to Admin > System / Security Settings > Employees. Scroll down to Restrict Contact Access and select which statuses to use from the list
Click Save when finished.
🤓 Tip If you do want to validate a new Employee before granting them access to the Employee Portal, ensure at least one of the statuses you've selected here are set as the Status for New Contact option, described above.