Introduction
Users are individuals who are granted access to Empeon Workforce. This article explains how primary organizational-level Users can add new Users, assign or modify their Roles (levels of access), and remove User access when necessary. There is no restriction on the number of Workforce Users an organization can have, however for risk management purposes, Empeon recommends creating only the necessary number of Users.
Before adding a new Workforce User, it is important to ensure that the appropriate Role is available for assignment. Roles define the level of access a User has to Empeon Workforce, controlling what they can see and do within the system. For detailed guidance on creating suitable Roles, refer to Empeon's article on Creating Roles for Workforce Users.
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 administer 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
To add a new Workforce User, navigate to the Users section within the Organization Master Portal: Organization Master Portal > Users > Add user.
When creating a new User, the system will require the following fields of information to first be entered:
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User Type: Specify whether the User is an internal employee or an external party. For risk management, Empeon recommends that only employees be assigned as Empeon Users. However, External Users may be necessary if outside parties require access to the system’s information and reports. For example, a third-party accounting firm may need access to Empeon’s financial payroll reports, which could be facilitated by adding an external "Reports Only Role" for the User.
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Link Employee: If the User Type is "Employee," the User must be linked to an Employee Profile in Empeon.
User Information: For Employees, the first and last name will auto-populate. The email address must be entered, and optionally, a phone number can be provided.
Once all required fields are completed, click "Next" to move onto Access Rights.
Access Rights
This screen is where the User's level of access to Empeon Workforce is assigned by selecting their Role. There are two classifications of Roles: Organization Roles and Company Roles. Organization Roles provide full system access across all companies within the organization, while Company Roles offer full or varying access but are limited to specific companies within the organization.
To establish the User's access level, the system will require the following fields of information to first be entered:
- 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 article Creating Roles for Workforce Users.
Once the Organization Role is selected for the User, click the blue button labeled "Next" to move onto the Confirmation screen.
Adding a Company User
The process for adding a Company User is a little bit more involved. The first step will be to specify the company or companies to which the User will be assigned. During this step is also when their Role will be assigned.
To add a company that the User will be assigned to, click the blue "+ Add company" button. Repeat this process for each company the User will be assigned. For each company, it will then prompt to select the Role the User will have and what employees they will have access to. This can be All Employees, their Direct Reports, or Specific Employees.
If the selected Company Role is Admin, the User will automatically have access to all employees. The system will then prompt to enable or disable User Management, which controls whether the User can add other Users to the system.
Once the Company Role is configured for the User, click the blue button labeled "Next" to move onto the Confirmation screen.
Confirmation
The final screen provides a summary for reviewing and confirming the User's information and assigned Role. If any details are incorrect, use the "Previous" button to return and make adjustments.
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
Empeon Workforce does not automatically remove User access. For example, if a Workforce User is terminated, the system will not automatically revoke their access. Any changes to User access must be manually handled by the organization’s 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.
