Introduction
The Employee Self-Service portal (ESS Hub) is an online web platform for employees to view and manage their employment and pay information. Within Empeon Workforce, the ESS Admin Tool is what is used to ensure that employees are signed up and registered with their ESS Account.
In addition to sending registration invites and recreating logins, the ESS Admin Tool offers features like Messaging and Document Sharing—both of which are available only if employees are registered with an ESS Account.
ESS Account Registration & Status
To view the ESS Account statuses of employees, navigate to the ESS Admin section within the Actions tab. This section should then default to the subtab for Accounts where the account registration statuses can be verified.
How an employee initially registers their ESS Account will vary based on the method in which they were added to Empeon Workforce.
- Onboarding Template - Employees added through an Onboarding Template will be prompted to create their ESS Account as the first step before completing their onboarding packet.
- Manual Entry or Import - For employees added manually or via import, their account registration depends on whether an email address was provided. If an email address was included, the system automatically sends a registration invite. If no email address was provided, add the employee's email to their profile before using the ESS Admin Tool.
When using the ESS Admin Tool to view employee account statuses, Workforce Users can see which employees have an email on file and which do not. The tool also displays registration status and the date of the last login. There are three possible account statuses for an employee:
- Registered - The employee is registered with ESS Hub and can log in.
- Invitation Sent - An invitation to register has been emailed, but the employee has not yet completed the registration process.
- No Account - No registration email has been sent and the ESS Account needs to be created.
To create or recreate the ESS Hub for one or several employees, check the box to the left of the employee's name, and a blue button will pop up that says "Create/Re-create ESS Accounts". Once all necessary employees are selected, click this button to initiate the ESS Account registration invite.
If an employee's account status is "No Account," it indicates that the ESS Hub needs to be created, and an invitation to register must be sent. For employees with an "Invitation Sent" or "Registered" status, the Administrator can recreate the ESS Hub if needed, allowing the employee to start with a new registration. Common reasons for recreating an account include an employee using a different email than the one recorded in Empeon Workforce or not receiving the initial registration email.
A confirmation screen will appear, detailing the total number of employees who will receive an ESS account registration invitation. Click "Proceed" to send the invitations.
If any recipients are having trouble with registering their account, please refer to Empeon's article First Time Login Instructions.