Create employee accounts
Generate employee accounts, review credentials, reset passwords, and assign roles.
This training manual provides a step-by-step guide on how to create employee accounts in the HRIS + Payroll system. Creating employee accounts allows employees or users to access the system and Employee Portal based on their assigned permissions and roles.
Purpose
To help users:
- Create employee system accounts
- Provide employees access to the HRIS + Payroll system or Employee Portal
- Generate accounts for multiple employees at the same time
- Assign roles and manage employee access permissions
Prerequisites
- Employee should already be added to the system before creating an account
- User must have access to the Employee Module and account management feature
Step 1: Navigate to the Employee Module
To begin, navigate to the HRIS + Payroll application.
Once inside the system, locate and click the Employee module.
Step 2: Open Account Settings
In the upper-right corner of the Employee module, click the Settings button.
Inside Settings, go to the Account section.
Step 3: Add Employee Account
In the upper-right section of the table, click the + Add Record button.
Select the employee(s) you want to generate accounts for by clicking the checkbox beside their names. Multiple employees can be selected for mass account creation.
You may also use the Search Bar to quickly filter the employee you want to generate an account for.
After selecting the employees, click the Generate Account button.
Step 4: View Generated Account Password
After generating the account, a notification panel will appear at the top of the table showing the default password of the employee account.
Copy the generated default password and provide it to the employee for login credentials. Once the account is successfully created, the employee account details will appear in the table.
The employee will use the following credentials to log in:
- Username – Employee Code
- Password – Generated Default Password If the default password was not saved, you may still regenerate it even if the employee account already exists. Simply select the employee again, then click the Generate Default Password button at the top.
Step 5: Reset Password
If you want to provide a stronger password for the employee, you may reset and replace the existing password. Select the employee account, then click the Reset Password button that appears at the top of the table.
A pop-up window will appear. Enter the new password, then click Save.
Step 6: Assign Role
To control which modules and features the employee can access, you may assign roles to their account. Select the employee, then click the Assign Role button. Multiple roles can be assigned to one employee if needed.
If you want to add or customize roles, kindly refer to the tutorial: Manage user roles and permissions
Expected result
- Employee accounts are successfully created
- Employees can log in using their employee code and password
- Assigned roles and permissions are properly applied
- Generated accounts are displayed in the account table
Troubleshooting
- Employee not appearing in the selection list
- Verify that the employee record already exists in the system
- Unable to generate account
- Check if the employee already has an existing account
- Default password not displayed or saved
- Select the employee again and click Generate Default Password
- Employee unable to log in
- Verify the username and password entered, then reset the password if necessary
- Check if the employee has assigned role access
- Verify that the employee account is not archived
- Assigned role not reflecting
- Verify the user’s assigned roles, then log out and log back in to refresh the system.
Notes
- Employee code is used as the default username for login
- Multiple employee accounts can be generated at the same time
- Multiple roles can be assigned to one employee
- Keep generated passwords secure before sharing them with employees
- Only authorized users can create, reset, or manage employee accounts