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This option allows the System Administrator to invite new Administrative Users and Business Users to their organization. Each user will have a specific role assigned in the organization based on which they will have the privilege to maintain the system or interact with New Hires.

What are the roles a System Administrator can assign to the

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user?

A System Administrator can assign any of these roles to a user that they invite.

User RolesDescription
System Administrator
  • Able to invite Administrative and Business users
  • The first System Administrator must complete the Organization Onboarding
  • Can perform all activities that a Process Administrator or Content Administrator can perform
  • The first System Administrator acts as the connection between the organization and Smart ERP
Process Administrator
  • Configures the business process
  • Configures the business rules
  • Can perform all activities that a Content Administrator can perform
Content Administrator
  • Can add, modify, and remove content in the system
  • Ensures the correct content, policies, and information are available to be included in the onboarding process

Recruiter

HR Specialist
Help Desk Analyst
I-9 Specialist
  • Verifies the New Hire's employment eligibility information and documents
E-Verify Specialist
  • Initiates and manages the E-Verification process
Authorized Representative Remote I-9 User
  • Completes I-9 Section 2 on behalf of the employer

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The following message confirms the account is created.




Once the self registration is completed, the onboarding status of the user in Manage Users/Contacts shows as 'Invitation In Progress'.




Now user can use the above created credentials to login into the system. 

When the user logs in into the system initially, they must complete the User Onboarding process. This is a one-time process and only after completing this, the user will get access to the system.





The user may encounter additional verification steps (Challenge questions, two factor authentication or e-Pin verification) in case the fields are enabled in Authentication Preferences.

The welcome page shows as below. Click on 'Get Started'.




Acknowledge and complete Electronic Disclosure.




This completes User Onboarding. Logout and log back in to access the system.




The user will receive the following email after the User Onboarding is completed. By clicking on the link provided in the email, the user can login into the system.




Also, the onboarding status in Manage Users/Contacts shows as 'Invitation Completed' for the user.




After logging in, the user can start using the system features specific to their role. 




Note: If the user is the initial System Administrator for the organization, then the user must also complete Organization Onboarding after this. For more details on this process, please click here.

How to add a non-system user in Manage Users/Contacts?

A non-system user cannot perform any activities in the system, but can act as a contact in the organization. When this user's contact ID is added as support contact in the Organization Management, the information associated with the user (name, phone and email) shows as contact information in system emails that are sent out to the users. To create the Contact ID for this user, you need to first add the user in Manage Users/Contacts.

Click on 'Add New User/Contact' button provided on the top right corner of the Manage Users/Contacts page.




In 'Invite/Edit User' page, enter the required user details (First Name, Last Name, Email ID and Phone). Note: If invalid values are entered in these fields, the corresponding validation messages trigger on the page.

After entering the user details, uncheck 'System User' checkbox and save. There is no need to enter the user roles for non-system users.

Note: You may also enter the roles if needed.




This generates a Contact ID for the user as shown below:

Manage Users/Contacts




Invite/Edit User page




Now, add the above generated Contact ID in 'Support Contact' field in the Organization Management and save. 




This adds the user as support contact in the organization and the name, phone number and email information associated with the user will be shown in emails sent out by the system.

A sample email is given below:

Email sent out to the user when password is successfully changed



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