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Add / Remove Users Chris Curtis CTO, Thoughtware

Who can be Users Both Staff and Third Parties (My Community) can be users 2 types of Staff – Active and Passive Third parties e.g. Volunteers, external committee members etc

Setting Up Users Groups A user must be in a Group Security is applied by Group so its important to understand this when adding users Security for groups is applied By menu option i.e. Which screens the user can see By policy which restricts which entries can be seen By default, 5 groups Administrators – can see all screens and access all data Senior Managers – Everything except My Settings. Usually can see most data. Managers - Most similar menu options to Senior Managers, Data mostly restricted to own organisation unit Staff – Cannot see My Workforce or My Reports. Can usually only see data they have entered Third Party Person – Can only see My Self menu and Suggestions. Can only see own data.

Setting Up Users The person you are creating as a user must already exist in the system as a Staff member or as a Third Party Person (Community) Log in as an administrator Go to My Settings> Security> Users For Staff, select My Workforce in Filters For others, select My Community and then the relevant Community Group Click the FILTER button Find and select the person Enter username, password and select a Group Note password has some rules, explained on the page Save your changes

User setup screen Note the Disabled checkbox. A user can be prevented from logging in by checking this box

To disable access for a user If the Person is leaving the company Use the Termination Wizard on My Workforce> Employment menu (preferred) OR Set Employee Status to Inactive on the My Workforce> Personal Details> Personal screen Set Third Party person status to Inactive on My Community> [community group] > Personal Details screen If the person is staying with the company and you just wish to disable access to the system Check the Disabled box on the My Settings> Security> Users page

Thank you for your time.