Once an Employee Record exists in Core HR, that Employee can be given Administrator access, allowing permissions to manage the software, make changes, update Employee records, etc. This is typically necessary for Admins or Human Resources staff who are managing their Employee data within the Core HR module.
*Note - only the Employee Record needs to exist. The employee's username/Employee Account may not yet be generated.
To create an Administrator and assign permissions:
- Navigate to the Employee’s record > Utilities menu > General > Select “Set Employee as Administrator”
- Navigate back to the Menu > Setup > Administrators. Be sure your Admin Status filter is set to ALL so you are seeing both active and inactive Administrators. When you click the button to set the employee as an Administrator, they are initially set up with and Inactive Admin Status.
- Click on the Administrator’s name that needs to be configured and walk through the Settings tabs. Once the settings are configured, hit 'Save Settings'. Details of each Settings tab are described below.
General Settings is where you can make an administrator Active or Inactive, set them up to be an Approval Administrator or a Contact Administrator. This is also where you will check their Homepage Permissions which will control what they see when they log into the Administration Portal.
- Field Name: Security Role
- Description: The Security Role feature allows you to create and assign security roles for administrator permissions. Security roles utilize the same settings as the administrator setup and allows for roles to be configured and managed at the role level, with all updates passing to the assigned administrators.
- Security Roles are setup under Menu > Setup > Administrators > Security Roles tab, and then can be selected when setting up Admins.
- Once a Security Role has been assigned to an Administrator, the settings are locked and cannot be modified at the individual Administrator level. Updates will need to be managed at the Security Role level, or the employee needs to be changed to 'Not Assigned' and custom settings can be applied.
- IP address settings are defined at the Administrator level only and are not available at the role level.
- Saving changes to the Security Role settings will update all Admins assigned to the role
- Field Name: This is an Active Administrator - employee can log into Administration Portal
- Description: Checking this box changes the Admin from Inactive to Active status and allows them access to the Administration Portal.
- Field Name: Notify via email when employees complete Event requiring approval (administrator must have valid email address on file)
- Description: Check this box when administrators wish to receive emails for all change events completed by employees that require administrator approval. Commonly used for New hire and Open Enrollment events.
- Field Name: Display this Administrator's Contact Information on the Employee Portal (employees will see this contact information)
- Description: Used to display the Administrator's Contact Information on the Employee homepage when using the 'New Dashboard' Theme. This selection will give all employees visibility to the administrator's email, work phone, and fax number if those fields have been populated on the administrator's demographics.
- If you are not using the 'New Dashboard' theme, the Administrator Contact information can be defined under Setup > Setup Properties > Employee Portal > Company
- Field Name: Allow this Administrator access to the Test Site
- Description: This test site no longer exists so this setting is not functional.
- Field Name: Allow this Employee access to all Employees regardless of settings on Employee Settings Tab
- Description: Gives this Administrator access to all Employees, regardless of the settings created on the Employee Settings Tab. Using this setting makes it easier and more efficient if the Admin should have access to all employees.
- Field Name: Limit this Administrator's access to employees by excluding any employees who do not meet ALL of the Administrator's Employee Permissions
- Description: If this setting is NOT checked, the Admin would have access to see employees that fall into any of the Employee Settings that are selected. For example, in the Employee Settings tab, if one box under employee type and one under cost center were selected, the Admin would be able to see EVERYONE in that employee type regardless of cost center, and everyone in that cost center regardless of employee type.
- When this setting is checked, it reverses this screen setup and PREVENTS the Admin from seeing anyone in that employee type and cost center.
- When using this setting, check the boxes that the Administrator should NOT have access to on the Employee Settings tab. The Administrator will not have access to any employee that is in any one of the checked categories listed on Employee Settings.
- Field Name: Hide the SSN field on the Employee Search Box and the Employee >> Employee >> Demographic Info Screen from this administrator
- Description: Administrators with this setting checked will not have access to see Employee SSN's
- Field Name: This is a security administrator - able to configure and reset Multi-factor authentication
- Description: Administrators given ‘Security’ administration rights have access to setup and adjust company multi-factor authentication settings, as well as reset employee multi-factor authentication as needed.
- Company multi-factor authentication settings are found under Menu > Setup > Setup Properties > General > Security. At least 2 Security Administrators must exist for each company if multi-factor authentication is enabled.
- Section: Homepage Permissions give the administrator additional tab access on their Admin Homepage.
Employee settings tells the system which employees, classified by type, department, cost center, etc. the administrator should be able to view. The permissions work on hierarchy. If an administrator has access to one employee type and no departments or cost centers, that administrator will have access to all employees under that type. If an employee is under the administrator's access in type or department, that administrator may look the individual up and see demographics, work history benefits or any other instance allowed on page settings.
*Keep in mind, if the setting on the General Settings tab above called, 'Limit this Administrator's access to employees by excluding any employees who do not meet ALL of the Administrator's Employee Permissions', it reverses how this section works.
Page settings drive the menu options the Admin will see in their main Menu. Within each section, specific permissions can be selected to configure permissions even further.
IP Address Settings
Administrator IP Address settings will only allow the administrator to access their admin portal when signing on from an IP Address listed or added on this screen. The Administrator would still be able to access their employee portal if IP Addresses had not been restricted on the employee portal.
Copy Permissions Utility
This feature allows users to copy permissions from one Admin to another.
*Note - You must have at least two Administrators set up with the status of Active in order to see the Copy Permissions utility.
Follow the steps below to copy permissions from one Admin to another.
- Navigate to Menu > Setup> Administrators
- Click the 'Copy Permissions' button
- Select the ‘Copy From’ Admin profile from the drop-down list
- Select the admin profile(s) to apply the copied profile to (Copy To)
- Click Copy
- Confirm/Cancel Copy
Once confirmed, the Admin permissions settings will be copied to the selected Admin(s).
The Employee Record is now set up with Administrator permissions. If this Administrator should have access to Core HR, remember to create their username/Employee Account by navigating back to the Employee's Record > Employee > Demographic Info > Account Tab.