Managing User Accounts

User management is found in Company Settings for a specified company (Company Settings > User Management). On the User Management screen, you can add, update or deactivate user accounts, including assigning roles, permissions and notification preferences.

Once created, a user will have access to perform specific tasks in Xemplo. Find out more about user roles and permissions here.

How to access User Management

1. Go to your Company Settings page and click the User management option on the left-hand side menu.
2. All Administrative users within the company will show in the list, including details of their role and account status (active or inactive).

Adding a new User

To create user, you will need to supply the following information:

• Basic details and email invitation settings
• Roles
• Additional permissions and approval settings

Basic details and email invitation settings

1. On the User management page, click New Manager.
   
2. A pop-up window will appear. Enter the user’s account information
3. Indicate whether you would like to send an invite email to the user. If No is selected, the user will not be notified that there account has been added.

Roles

1. Assign one or more roles:
   1. Administrator will give the user access to all features in Xemplo for the selected company, including Company Settings.
   2. HR Manager will give the user access to all HR features in Xemplo for the selected company. The user will not have access to Company Settings. 
   3. Team Manager will give the user access to all Team Manager features in Xemplo for the selected company. You will be able to assign this user as the Team Manager for workers in the company.
   4. Team Manager will give the user access to all Team Manager features in Xemplo for the selected company. You will be able to assign this user as the Team Manager for workers in the company. You can also provide a user assigned the Team Manager role with access to all workers in a specific department at once using the Department field. 
   5. Recruiter will give the user access to Hire features in Xemplo for the selected company. 
   6. TImesheet Approver will give the user access to approve Timesheets in Xemplo for the selected company (only available if Time to Bill is activated for the company). 

Additional permissions and approval settings

1. For companies with Time to Bill activated only - you can optionally restrict access to Onboarding and Timesheets for HR Managers. 
2. For HR and Team Managers - you can also indicate whether leave and expense notifications are sent. 
3. The options to approve Leave Requests and Expense Requests grant the user permission to approve requests submitted by workers.
4. The Email Notification option below complements this by allowing them to receive notifications by email every time a worker submits a request. The options are:
   1. Do not get notified: The manager will not receive notifications by email, however, they will still be able to view and approve requests if the option above has been enabled.
   2. From all workers in the organisation: The manager will receive notifications by email from any worker in the organisation. This option is available only when the manager has been granted the HR Manager role.
   3. From workers in the manager’s team only: The notifications will be limited to only requests submitted by workers in their own team. This option is available only when the manager has been granted the Team Manager role.

Editing a User

On the User management page, select the user you want to update, and select Edit.

The User Management screen will display, and you will be able to update the following information for a user:

• Basic details and email invitation settings
• Roles
• Additional permissions and approval settings

Linking Manager and Worker accounts

You can optionally link the user account of a Team Manager in a specific company with a Worker in the same company, allowing a Team Manager to access both their Team Manager and Worker accounts from a single login.

This change will mean:

• If a user has both a Team Manager account using their work email address, and a Worker account using their personal/another email address, the accounts can be linked.
• The Team Manager will then be able to access their Worker Home Page in Xemplo without having to login with their separate personal email address.

To link a Worker and Team Manager account:

1. On the User Management screen for a selected user, go to the Linked Worker field
2. Select the required worker from the list, the select Save. 

Resend Invitation Email

If the user's activation email has expired, you can easily resend it by searching their account in Xemplo and clicking Resend Invitation.