Introduction
Empeon's Employee Self Service (ESS) is an online web portal for employees to use for a variety of payroll and HR related needs. An important piece to this service is for their employers to be able to effectively administer their employees' ESS accounts. Empeon Workforce's ESS Admin tool ensures that Payroll & HR administrators can confirm their employees' access and utilization of ESS.
This article explains how Workforce Administrators can use the ESS Admin Tool to verify that employees are properly registered with an ESS account. The ESS Admin Tool also allows Administrators to share messages and documents with employees, and upload a company's logo to display next to the company name within the ESS portal. For more information on these features, please refer to the following articles: ESS Messages, Document Share, Branding.
ESS Account Registration & Status
The Accounts section of the ESS Admin tool is where a Workforce User can verify the ESS account registration status of their employees. Employees must first be registered in ESS in order to login. Employees are sent an email inviting them to register; exactly how and when the email is sent depends on how the employee is added to the system.
If the employee was added to the system using an Onboarding Template from Empeon's New Hire Onboarding service, their invitation to register with ESS Hub will be sent upon their creation in the Onboarding module. The new hire must first register in order to login and complete their new hire packet.
If the Onboarding module is not used and the employee is manually added or imported into Empeon Workforce, the sending of the registration email is dependent on how the employee is added. If the email address is identified in the New Hire screen or as part of an employee import, a ESS registration invite is emailed to the employee as soon as they are created in system.
If the employee's email address was not entered when they were first added to the system, first add the email in the "Personal Email" field of the employee's profile and then using the step below, send the ESS registration invite.
1. Navigate to the Actions tab.
2. From the left-hand menu, select ESS Admin.
3. Click Accounts to review the ESS account registration section.
Here you will get a dashboard of your employees and their ESS Account Status. The admin can review the employee's email on file, if the employee is registered, and their last login. There are three account statuses that can show for an employee when confirming their registration status:
- Registered – the employee is registered with ESS Hub and can login.
- Invitation Sent – an invitation to register has been emailed, however the employee has not yet registered.
- No Account – No registration email has been sent to the employee; the ESS account needs to be created.
To create or recreate the ESS Hub for your employees, check the box to the left of the employee's name you want to invite, and a blue button will pop up that says "Create/Re-create ESS Accounts". An administrator can create multiple ESS accounts at a time.
If the employee's account status is "No Account", you will be creating their ESS Hub and inviting them to register. For employees with an "Invitation Sent" or "Registered" account status, the Administrator can recreate their ESS Hub, allowing them to start fresh with a new registration. Some common reasons an Administrator may need to recreate an account include an employee claiming they use a different email than what is identified in Empeon Workforce or claiming they didn't receive the original registration email.
A confirmation screen will appear outlining the total number of employees that will be sent an ESS account registration. Click "Proceed" to send the invitation.