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Create a user account (login)

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A user account is how you give an employee access to the system. It is separate from the employee record — an employee can exist without an account. You can create one in two ways: right when you add the employee, or later for someone who is already in the list. Both start from the employee list and open the same account dialog. For entering the employee's details see the Add a new employee guide; for resetting passwords or editing an existing account see Employee records and user accounts.

Animated overview of creating a user account, from the menu through the account dialog — steps 1 to 7
The whole flow at a glance (loops). Each step below explains one part.

1. Find the employee list in the menu

Left menu with the ADM tab and the Employees item highlighted, opening the employee list
① Open the ADM tab · ② select Employees — the employee list opens.
  1. In the left menu, open the ADM tab. The tabs (ADM / DMS / CRM / ATS) only appear when your company uses more than one module — if you have a single module, the menu items are shown directly, so skip to the next step.
  2. Select Employees. The employee list opens. Tip: you can also type Employees in the menu search box at the top.
  3. Don't see Employees? It needs the HR module and the right permission — ask a company administrator.

2. Two ways to create a user account

Decision diagram: create the account while adding the employee, or add it later to an existing employee
① While adding an employee, use Create Account · ② for someone already in the list, use Add user profile.
  1. Way A — at the same time as the employee: while filling the Add employee form, finish with Create Account instead of Save (see step 3).
  2. Way B — later, for an employee already in the list: open the account action on the employee's row in the list (see step 4).
The employee record and the login are separate. An employee can exist with no account; you can always add one later.

3. Way A — create the login while adding the employee

Add-employee form footer with Email, Role and the Create Account button
① Enter Email · ② pick a Role · ③ click Create Account.
  1. Fill the Add employee form, then enter the Email — it becomes the sign-in username.
  2. Pick exactly one Role (the permission level). The level decides what the person can do in the system: Employee has access only to their own profile and can submit absence requests; Manager has everything an employee has, plus the ability to see and approve absences for the people on their team. Your company can also have custom permission levels. If you pick more than one, the form asks you to choose just one.
  3. Click Create Account. This creates the employee and the login. (Clicking Save instead creates the employee only, with no login.)

4. Way B — add a login to an existing employee

Employee row showing the account icons and the Add user profile button
① Add user profile (+) · ② person icon = web login · ③ phone icon = kiosk.
  1. Find the employee in the list. On their row, in the actions column, look at the account icons: the person icon is the web login (green = account active, gray = no account or disabled) and the phone icon is kiosk access (green = enabled, gray = not). A plus (+) appears when the employee has neither an email nor kiosk access yet.
  2. Click the Add user profile (plus) action to create a login. If the person already shows a gray person icon, clicking it opens the same add-account dialog.
  3. Don't see the action? Adding accounts needs the right permission — ask a company administrator.

5. Fill in the fields the system requires (email, role, setup mode)

Create Employee Login dialog Account tab with email, role and setup mode
① Username/Work Email · ② Role · ③ choose Standard or Manual setup · ④ Save.
  1. On the Account tab, enter the Username/Work Email (the sign-in name) and pick the Role(s).
  2. Choose the Account Setup Mode: Standard Setup (email will be sent) generates a password and emails the sign-in details to the employee at the email address you assigned them. Click Save to finish.
  3. Use Manual Setup (for employees without a working email) when the address cannot receive mail. It is used most often for the mobile kiosk, where an inactive email address is entered — in that case the administrator passes the sign-in details to the employee themselves. Continue to step 6.

6. Manual setup — set or show the password

Manual account setup wizard with password options and confirmation
① Choose generated or manual password · ② optionally email yourself a copy · ③ show/copy the password · ④ confirm you saved it.
  1. Pick how to set the password: Show me the generated password, or Let me create the password manually (a strength meter and requirements appear as you type).
  2. Optionally tick Send copy to my email for records and enter an admin email.
  3. If generated, reveal it with Show and Copy it — it is shown only once.
  4. Tick I have securely recorded this password, then click Save. Hand the password to the employee through a secure channel (in person, phone, or internal chat).

7. Optional: give kiosk access

Kiosk tab with login toggle, code field and Generate button
① Kiosk Login Enabled · ② set a Code (or Generate) · ③ Save.
  1. Switch to the Kiosk tab and set Kiosk Login Enabled to Yes if the person signs in at a kiosk device.
  2. Enter a 4–6 digit Code, or click Generate, then Copy it for the employee.
  3. Click Save. Kiosk access is separate from the web login — you can set either, or both.

8. Edit accounts or reset passwords

  1. To change an existing account (enable/disable login, two-factor, roles) or to reset a password, open the green person icon on the employee's row (Open user profile).
  2. The full steps for editing accounts and resetting passwords are in Employee records and user accounts.