Introduction

Users are individuals granted access to Empeon Workforce. This article details how primary organizational-level Users can add additional Users, apply or change their level of access (Role), and remove User access when needed. There is currently no restriction on the number of Workforce Users an Organization can have, however for risk management purposes Empeon recommends that employers do not create more Users than what is necessary.

Before adding a new Workforce User, first confirm that the appropriate Role is available to assign. Roles determine the level of access that a User has to Empeon Workforce. The main purpose of Empeon's Roles is so that organizations can control what their Users can see and do within the system. For more detailed information on how to create appropriate Roles for Workforce users, review Empeon's Creating Roles for Workforce Users article.

Important Note: It is the employer's responsibility to administer their Workforce Users. Empeon Customer Service cannot add, remove, or change the role of Users. Workforce does not add, remove, or edit the access of Users automatically under any circumstance. Any adding, changing, or removal of Users can only be addressed directly in the system by the employer's organizational Workforce Administrators. For additional assistance with how to administrate Workforce Users, contact Empeon Customer Service for guidance.

Empeon also strongly recommends that Organizations do not create a User that is shared across multiple people. Every individual should have their own Workforce User login associated to their own unique email.

Adding a User

1. To add a User, navigate to the Organization Master Portal.

2. Next, select Users from the left-hand menu.

3. The Users section loads by default. On this screen a primary organization User can review all other Users that are already set up with access to Workforce, their access level (Role), and User Type (Employee or External).

4. To add a new User, click the blue button labeled "Add user".

User Info

You will then be prompted with the following fields:

• User Type - Identify if the User is an internal Employee or an External party. For risk management purposes, Empeon recommends trying to have only employees as Empeon Users. However, it is sometimes necessary for an organization to create External Users if they have outside parties that need to have access to the system's information and reports. A common example of this need is if an organization is using a third-party accounting firm. It may be appropriate to add an external Reports Only Role User from this accounting firm so that they can access Empeon's financial payroll reports.
• Link Employee - If the User Type is an "Employee", Workforce requires to link the User to the employee profile in Empeon.
• User Information - If the User Type is an employee, their first and last name will auto-populate. You will also need to enter their email address, and if desired, their phone number.

Once all required fields are completed, click "Next" to move onto Access Rights.

Access Rights

Here is where you will grant the User their access level by assigning them their Role. There are two classifications of Roles: Organization Roles and Company Roles. Organization Roles will have full system access to all companies within your organization, whereas Company Roles will have full or varying access to the system, but for only individual companies within your organization.

On this screen, you will be prompted with the following fields:

• Access Level - Select whether the User will be in a Company Role or an Organization Role.
• Force Two Factor Authentication - Activate this option if the system should require two factor authentication every time the user logs into Empeon Workforce.

Adding an Organization User

Both Organization Role options have the same complete access to all system information and functions for the entire organization. The purpose of the two roles is so Organization Admins can control the system access of Organization Users. No User can create other Users with the same level of access as themselves. For more information about organization level roles review Empeon's Creating Roles for Workforce Users article.

Once you have selected the Organization Role for this User, click the blue button labeled "Next".

Adding a Company User

When adding a Company User, you will then be prompted to add the company or companies that the User will be assigned to. During this step you will also be prompted to assign their Role.

5. To add a company that the User will be assigned to, click the blue button labeled "+ Add company".

6. Then select the Role that the User will have.

7. If the role you selected is a "Custom Role", select what employees this User will have access to within Empeon Workforce. You can allow the User to have access to All Employees, their Direct Reports, or Specific Employees. Repeat these steps if you would like the User to have access to multiple companies.

If the Company Role that you selected is the Admin Role, they will automatically have access to all employees. When selecting the Admin Role, you will be prompted instead, to either enable or disable User Management. In other words, do you want to enable this User to be able to add other Users to the system?

Once all required fields are completed, click "Next" to move onto the Confirmation screen.

Confirmation

The final screen is your confirmation screen that will allow you to review and confirm the User's information and the Role they have been assigned. If any information on this screen looks incorrect, utilize the button labeled "Previous" to go back and make changes.

If everything on the confirmation screen looks accurate, click "Save" to complete adding the User and authorize a registration email to be sent out to the User. Within the email, it will outline instructions for completing their account setup.

Removing User Access

Important Note: Empeon Workforce does not remove User access automatically under any circumstance. For example, if an employee who is a Workforce User is terminated, the system WILL NOT assume to remove the terminated employee as a Workforce User. Any User access change needs to be addressed manually by the employer's organizational Workforce Administrators.

To inactivate a User, edit their User info within the Organization Master Portal: Organization Master Portal > Users > (Select User) Edit user info.

Upon editing the User info, toggle off the Active setting in the top portion of the "Edit User" window then click Save. The User will be immediately set to an Inactive status and will not be able to access the Organization in Workforce.

Email Recipients

Once Workforce Users are set up, consider registering their email address in the Email Recipients section. This will make their email address available to be assigned to scheduled reports when configuring them. While these email addresses are typically Workforce Users, they do not have to be Workforce Users to receive reports.