User management is found within the company settings. This is where manager profiles are added, setup roles, permissions and notification limitations in accordance to their level of access. They perform operational tasks within the organisation such as managing human resources.
| Note: Worker accounts are created automatically when a worker is added to Xemplo. You do not need to manually create accounts for workers, only those users that you would like to have access to Administrative functions of Xemplo. |
How to access user management
Go to your Company Settings page and click the User management option on the left-hand side menu.
All manager users within the organisation will show on the right-hand side pane.
| Note: Your own account will not appear in the manager list. To view or change your personal details go to My Profile. You can’t change your own permissions from My Profile. |
How to set up a new manager
On the User managerment page, click New Manager.
A pop-up window will appear. Enter the manager’s personal information, grant permissions by assigning a role and manage approval and notification preferences
Set up the manager’s personal information
In this section, you can update basic information like name, email, timezone, phone numbers, and position title.
| Note: If this manager will be signing contracts, make sure you provide their position title as it’ll be printed with their signature. |
Assign a role
This section allows you to set a manager to different roles:
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Administrator - Has full access to company settings and permissions within the organisation.
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HR Manager - Access to HR-related processes and settings.
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Team Manager - Only access and manage the daily operations of their own team, i.e. workers that have this user as their line manager.
To assign, click on the role, and the selected role is highlighted in blue. You can assign more than one role to a Manager. The combined permissions will be granted in a cumulative way.
Manage approval and notification
The options to approve Leave Requests and Expense Requests grant the user permission to approve requests submitted by workers.
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:
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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.
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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.
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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.
Send invitation
Ensure to set this option to “Yes”. So the manager receives an invitation to activate their user account and they'll be able to set up their password.
Once done, click the Save button.
How to edit a manager’s profile
On the User management’s page, select a user you want to manage. Click the ellipses icon (...) to the right side and select Edit.
A pop-up window will appear. Here you can:
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Edit the manager’s personal information
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Change the permissions by assigning a different Role
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Change the approval and notification preferences
Once done, click the Save button.
Linking Manager and Worker accounts
From Xemplo version 3.19, 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.
| Please note: This feature is only available for Team Manager accounts. |
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:
- On the User Management screen for a selected user, go to the Linked Worker field
- Select the required worker from the list, the select Save.