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Users (Employer Tab)

This screen allows you to manage the users of the payroll system and to assign rights and privileges to each person. Note: For security purposes, none of the cells in the table can be changed for the current user (the person who is logged-in). If the current user needs to change an option, they must do so from the appropriate screen that corresponds to the cell they wish to edit (e.g. if Joe wishes to change his password, he must do so in the Password screen).

View step-by-step tutorial

There are two types of users that can be created:

Administrators - These types of users are responsible for administering the payroll system, and will typically have multiple administrative privileges assigned to them. These users would be staff members such as controllers, payroll administrators, financial department, etc.
Employees - These types of users are employees who do not work directly with the payroll system, but who have been given a limited-privilege user account that allows them to view their pay statements, T4s, and to edit their basic address and contact information. Employee accounts are referred to as "Self-Service". See the Generate Employee User Accounts button description below for further information.

Common Buttons (included on all screens)

The following command buttons appear on all screens. Choose a button to view detailed description of each command. Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time). You can also view the Button Descriptions help page to see the detailed descriptions of all program button on a single help page.

Save New Delete Reload Tools Help

Save - Clicking this button saves all pending table changes to the program database. If a row is currently being edited, the changes will be saved and the row's checkmark () will remain so that you can continue making further edits.

New - This button allows you insert a new row (item) in the current table. Clicking the button adds the new row at the top of the table and activates Edit Mode so you can enter the data required for each cell. Note: If this button includes a drop-down list immediately to its right, you must first select an item from the list so that the new row will be based on the chosen list item.

Delete - Clicking this button removes the current row from the table. If you have multiple rows selected, all of the rows will be removed. When you click the button, you are prompted to make sure you want to delete the item(s) as the action cannot be undone.

Important Considerations - While most program screens allow you to delete a row easily, some screens contain items that require special consideration before deleting:

Employees - When you delete an employee from the Payroll tab's Employee - Setup Employee screen, the employee will no longer be visible on any screen in the Payroll tab other than the Employee - Status Parameters screen (the latter screen is required so that the employee can undeleted if necessary). If you delete an employee from the Employee Database, the employee is irretrievable. Refer to the Deleting Employees tutorial for more information.

Linked Items - Care should be taken when deleting an item(s) as they may be associated with other items in your database. If you attempt to delete an item and receive the following message: "Cannot delete <item> because it is linked to the following item:", it means that the item is associated (linked) with another item in the program. The item cannot be deleted until you remove the link/association between the two items. Refer to the Deleting Linked Items help page for more information.

Sub Rows - Some screens contain sub-rows that will appear under the main row that you are deleting. If you see an Expand icon () at the leftmost side of the row, you may wish to expand the main row to ensure that you are deleting the proper items. Note: If you are presented with an error message stating that "the first item should be deleted last", it indicates that you must delete all of the sub rows first before you can delete the main row. For screens that offer a Trash icon () to the left of the main row, you can choose the icon to remove the row and all of it's sub-rows in one action.

Reload - Clicking this button refreshes the browser page and replaces the data in the current screen with the last saved copy from the database. This is useful if you have made a number of changes to a row and wish to discard them all in one operation. Note: Remember that eNETEmployer saves the changes to a row each time a new row is selected. Thus, if you edit three rows in succession and then select the Reload button, only the third row will be restored.

Tools - Clicking the button displays a drop-down menu with special data functions that are available for the current screen. Depending on the which screen you are viewing, the options may include any of all of the following:

Audit - This option opens the History window that displays a list of changes that have been made to the current row. Changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Backup - This option creates a backup file that contains your complete company database (from all program modules, including Payroll, HR, Recruitment, etc.) - including all of the necessary information required to restore your data to the last program state when the backup was created. Depending on your browser settings, the backup file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Click here to view a detailed description of the Backup command.

Export - This option saves the current table's data to a semicolon-separated file that can be opened in a spreadsheet program. The export function is carried out immediately upon choosing the command. Depending on your browser settings, the file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Refer to the Export a File for Proper Formatting note above for more information on the export feature.

Import - This option allows you to import data from a character-separated (comma or semi-colon) spreadsheet file. Choosing the option opens a popup window where you can specify the file to be imported.

Messages - This option displays the Messages Log window that contains a running log of program messages that appear above the table. This log will be active for the login session, and will be cleared when you log out or the program, or if the system times out. The popup window contains thee command buttons:

Print - This button opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Copy - This button copies the full contents of the Messages Log window to your computer's virtual clipboard. If you wish to copy only a portion of the text shown, select the desired text, and then press <Ctrl>+<C> on your keyboard.

More - This button scrolls the window so that you can view messages that appear outside of the current view. You can also use the scroll bars at the left of the window to scroll through the window.

Print - This option opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Report - Available on the Payroll tab's Payroll Processing - Calculations screen only, this option generates an interim Payroll Register report so that you can review the details of the current pay sequence.

Help - Clicking this button displays a list of the various tutorials and online help tools that are provided for the current screen. The Online Help option provides a detailed description of each column and item on the current screen. The Step-by-Step option provides a tutorial for the current screen where you can follow along with the lesson one step at a time.

Context-Specific Buttons (unique to this screen)

The following command buttons perform actions that are unique to this screen. Choose a button to view detailed description of each command. Note: If a button appears in Gray, either its function has already been applied, or the function is not applicable in the payroll's current state.

Create Employee User Accounts

Create Employee User Accounts - Available for Administrators only, this button creates a Self-Service user account for non-terminated employees who have a valid email assigned to them (and who are not terminated in the HR or Employer tabs). When the button is selected, applicable employees will be sent an email that contains their unique login credentials (i.e. Username and Password). If an employee does not have an email address assigned, a user account will not be created for them. Refer to the Employee Self-Service User Accounts Overview tutorial for detailed instructions on this procedure.

Note: Choosing this button creates accounts for employees who do not yet have a self-service account. Existing employee accounts are unaffected.

Misplaced Login Credentials: If an employee loses his/her login credentials, the payroll administrator can reset the password so that the employee may access the user account once again. For added security, the administrator may also specify that the user must change the password immediately upon the next login. Refer to the Working with Passwords tutorial for detailed instructions on this procedure.

Deactivating User Accounts - eNETEmployer does not deactivate an employee's self-service account when they are terminated. Your company must determine how long these accounts are to be left enabled (once disabled, the employee will no longer be able to retrieve pay stubs and T4s). If you wish to disable an account, you can do so by removing the check from the Enable option in this screen. View a step-by-step tutorial on this feature

Table Columns

The following section displays help for the various cells and columns shown in the main table on this screen. If you see a help description on this page for a column that does not appear on your screen, one of the following will apply:

The missing item is not included as part of your default view. If you have a user account with the appropriate privileges (as assigned by your payroll administrator), you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the main table). Refer to the Customize View help page for more help on this feature.
You have an employee Self-Service user account that only permits you to view pay statements and personal information. With limited program privileges, you are not be able to access any of the additional options shown on this help screen.

Audit

This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History window where item changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Authorized Employees

Use this cell to specify one or more employees whose data can be viewed by the corresponding user in each row, when said user is using the HR module. For example, if you are editing the row for a user named Pat Testman, and you want Pat to be able to see the HR data for all other employees, you would place a check in the box at the top of this drop-down list (which will select all of the employees in the list). Editing the cell displays a drop-down menu where you can choose various employees that may be assigned via their corresponding checkbox. The menu also includes a search box at the top where you can type in a word (or words) and have matching employees displayed quickly in the list.

Confirm Password

Use this cell to re-enter the password that will be used by the current person to log into the program. This second confirmation step is useful to ensure that the new password is being entered exactly as desired (to avoid user lockout). As a security measure, this cell will show as blank regardless if the password has been defined previously.

Note: This cell works in conjunction with the New Password cell in that you must enter the identical password in both of the cells. If the password is not identical in these two cells, the password will be rejected and a Red notification bar will appear at the top of the screen when you attempt to save the changes.

Current Password

Use this cell to enter the user's current password. Required only during the process of changing a user's password, this cell is required for non-administrative users only as an added security measure (i.e. administrators do not have to know the user's current password if they are asked to reset a password on the user's behalf). This step is required for non-administrators to ensure that the person requesting the password change has the necessary validation (i.e. if someone does not know their current password, they are not allowed to create a new one). This security measure prevents unauthorized users from changing another user's password without their knowledge (e.g. if an authorized user walks away from their computer while they are still logged in to their account, someone else could reset their password). For additional security, this cell will show as blank regardless if the password has been defined previously.

Email

This cell displays the email address that is associated with each person's user account. This email address is also used for the Password Reset feature. User account email addresses are created in two ways:

Automatically - If a user is also an employee who is included in a payroll, this email address is copied from their payroll settings when their Self-Service user account is created. However, employees are permitted to use a different email address for their user account so that it differs from their email address in the payroll (the latter is used only for sending Pay Statements).
Manually - If you add a user account for someone who does not exist in a payroll, you must manually enter their email address in this cell if you want them to be able to use the Password Reset feature.

Valid email addresses, such as john.smith@example.com are made up of the name, followed by the @ symbol, followed by a domain. The domain part is not case-sensitive, but the name portion may be, depending on the persons email server settings. Underscores and hyphens are permitted, but other special characters (e.g. #, $, !, quotes and spaces) are not.

Employee#

This cell displays each employee's unique Employee Number. The number and name shown here was generated by the program when the employee's user account was created (whether manually by a payroll administrator, or by the system when an employee Self-Service account is created). The number cannot be changed from this screen, but can be edited via the Setup Employees screen.

If the word <None> appears in this cell for a given employee, it indicates that the employee is not assigned to the current payroll. Users may exist outside of a payroll under several circumstances:

They have been added here for payroll administration purposes only (e.g. data entry, technical support, administrative, etc.).
They have been added here or in the HR module, and have not yet been assigned to a payroll. If you wish to add an unassigned user(s) to a payroll, you can use the Employee - Import Employee menu option in the Payroll tab.

Enabled

This cell is used to specify whether the user is allowed to login to the program. Editing the cell will display a checkbox where you can specify the two available options: Yes (user can login to the program) or No (user cannot access the program).

Auto-Disable - User accounts are disabled automatically after 10 unsuccessful attempts.

Full Name

This cell is used to enter the full name of the user (e.g. Mary Smith) that will be used in the program's Welcome screen. This name differs from the User Name cell in that you may have multiple users that share the same common name (e.g. there are two employees named "Mary Smith").

Note: If the user account was generated by eNETEmployer, the cell will show the employee's number followed by their full name, surname, and given name. You can edit the cell and remove the employee number if desired.

Last Login

Available for Administrator accounts only, this cell displays the dale and time that the corresponding user has logged into the program. This can be useful in cases where you wish to check if one or more users accessed the payroll since you were last logged in.

New Password

Use this cell to enter a new password for the user. This action may be necessary if the user has forgotten or lost their original password. For discretionary purposes, the password will not be displayed in the cell while it is being edited. Instead, an asterisk (*) will be displayed for each character entered.

A password strength meter will appear while editing this field so that you have immediate feedback on the validity and strength of the password while it is being typed. If the password meter indicates Weak, the password will be rejected and you will see a Red notification bar at the top of the screen when you attempt to save the changes. If this occurs, please use a combination of alphanumeric characters until a Good or Strong designation appears in the meter. Passwords must be at least 6 characters in length.

Note: This cell works in conjunction with the Confirm Password cell in that you must enter the identical password in both of the cells. If the password is not identical in these two cells, the password will be rejected and you will see a Red notification bar at the top of the screen when you attempt to save the changes.

Privileges

This cell displays the privileges that have been assigned to each user. Privileges allow you to control the actions that the user will be able to perform when they use the program.

Employee - This is the default option for employees who have not been assigned any privileges. An Employee designation means that the user has no additional privileges assigned and is restricted to viewing their personal information only.

When Adding a New User - When you are in the process of adding a new user, you will not be able to assign a privilege until you have saved the row at least once.

Further, the above mentioned Employee option will no longer appear in this list once the first privilege is assigned.

<Various Privileges> - Editing the cell displays a drop-down menu where you can choose the various privileges that may be assigned to each user. Choosing the drop-down menu displays the available options that can be enabled via its corresponding checkbox. The menu also includes a search box at the top where you can type in a word(s) and have matching items displayed quickly in the list.

Privilege Description

Administrator If chosen, the user will be designated as an Administrator. This designation provides full access to the program and includes all of the items listed in the Privileges cell.

Confirm Calculation If chosen, this option will allow the user to finalize and close payrolls.

Data Entry If chosen, the user is allowed to perform data entry in the Speedy Update screen.

HR Modify If chosen, the user is allowed to modify information throughout the various screens in the HR module.

HR View If chosen, the user is allowed to view information found in the HR module. They cannot modify the information.

Modify Company Info If chosen, the user is allowed access to all of the program tabs and can modify all types of company information.

Modify Employees Pay Info If chosen, the user is allowed to modify pay-related information for all employees.

Modify Employees Personal Info If chosen, the user is allowed to modify the personal information for all employees as defined in the Setup Employee screen (and other similar screens).

Payroll Calculation If chosen, the user is allowed to calculate payrolls.

Print Payroll Info If chosen, the user is allowed to print payroll information.

Recruitment If chosen, the user is allowed to work with the program's Recruitment module.

Schedule Close If chosen, the user is allowed to close any schedule defined in the Schedule module.

Schedule Modify If chosen, the user is allowed to modify any schedule defined in the Schedule module.

Schedule View If chosen, the user is allowed to view any schedule as defined in the Schedule module. They cannot modify the information.

Time Modify If chosen, the user is allowed to modify information found in the Time module.

Time Payroll If chosen, the user is allowed to make changes in the Time - Payroll screen.

Time View If chosen, the user is allowed to view information found in the Time module. They cannot modify the information.

View Company Info If chosen, the user is allowed access to all of the system tabs and can view all types of company information. They cannot modify the information.

View Employees Pay Info If chosen, the user is allowed to view pay information for all employees. They cannot modify the information.

View Employees Personal Info If chosen, the user is allowed to view the personal information for all employees as defined in the Setup Employee screen (and other similar screens). They cannot modify the information.

Year End Processing If chosen, the user is allowed to perform the Year-End process for payrolls.

Privilege	Description
Administrator	If chosen, the user will be designated as an Administrator. This designation provides full access to the program and includes all of the items listed in the Privileges cell.
Confirm Calculation	If chosen, this option will allow the user to finalize and close payrolls.
Data Entry	If chosen, the user is allowed to perform data entry in the Speedy Update screen.
HR Modify	If chosen, the user is allowed to modify information throughout the various screens in the HR module.
HR View	If chosen, the user is allowed to view information found in the HR module. They cannot modify the information.
Modify Company Info	If chosen, the user is allowed access to all of the program tabs and can modify all types of company information.
Modify Employees Pay Info	If chosen, the user is allowed to modify pay-related information for all employees.
Modify Employees Personal Info	If chosen, the user is allowed to modify the personal information for all employees as defined in the Setup Employee screen (and other similar screens).
Payroll Calculation	If chosen, the user is allowed to calculate payrolls.
Print Payroll Info	If chosen, the user is allowed to print payroll information.
Recruitment	If chosen, the user is allowed to work with the program's Recruitment module.
Schedule Close	If chosen, the user is allowed to close any schedule defined in the Schedule module.
Schedule Modify	If chosen, the user is allowed to modify any schedule defined in the Schedule module.
Schedule View	If chosen, the user is allowed to view any schedule as defined in the Schedule module. They cannot modify the information.
Time Modify	If chosen, the user is allowed to modify information found in the Time module.
Time Payroll	If chosen, the user is allowed to make changes in the Time - Payroll screen.
Time View	If chosen, the user is allowed to view information found in the Time module. They cannot modify the information.
View Company Info	If chosen, the user is allowed access to all of the system tabs and can view all types of company information. They cannot modify the information.
View Employees Pay Info	If chosen, the user is allowed to view pay information for all employees. They cannot modify the information.
View Employees Personal Info	If chosen, the user is allowed to view the personal information for all employees as defined in the Setup Employee screen (and other similar screens). They cannot modify the information.
Year End Processing	If chosen, the user is allowed to perform the Year-End process for payrolls.

Require Change Password

Use this cell to specify if the users must change their password the next time they log in to the program. If this option is changed while a user is currently logged into the program, he/she will be required to change the password immediately when moving to a new screen.

User Name

This cell shows the user's unique login name that allows them to access eNETEmployer. The name must be different from all other users, and may contain letters, numbers, spaces, or special characters. If the user name was generated by eNETEmployer (see below), then the name will be based on the employee's name and number, and will include a system-generated suffix that is based on the company's name. For example, if Mary Smith works at XYZ Company, the default username could be: msmith001@xyzcompany. Note: You can change the name of each user (even if it was system-generated), but the suffix cannot be changed.

User Names are created in two ways:

Automatically when you create an employee Self-Service user account. View the Employee Self-Service User Accounts Overview for further details.
When you add a user manually in the Employer tab's Admin - Users screen.