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| Anchor | RoleTypes | RoleTypes
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.
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| User Type | User Roles | Description |
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| Administrative Users | System Administrator |
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| Process Administrator |
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| Content Administrator |
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| Business Users |
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| HR Specialist |
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| Help Desk Analyst |
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| I-9 Specialist |
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| E-Verify Specialist |
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| Authorized Representative |
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Only users with System Administrator role can add users and contacts to the system.
Role TypesRoles | Add New User/Contact |
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How do you access "Add New User/Contact" button?
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On the System Administrator home page, you can select 'Manage Users/Contacts' through the Quick Links bar located below the banner photo. These links change depending on the Role Type of the current user's role.
| Home Page with Quick Links |
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Field | Behavior |
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Smart Onboarding - Roles (Required) | Defines the role of the user:
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Minimum Role Requirement: Each of these following roles must be assigned to at least one user. The other roles are available, but not required.
- System Administrator
- HR Specialist
- I-9 Specialist
- E-Verify Specialist (if using E-Verify)
When "System User" is checked, a role must be assigned to the user. Otherwise, an error message displays as below:
| when "System User" is checked |
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If the user has been assigned the same role for the same product multiple times, the below message will be displayed when saving the user profile or inviting the user.
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Note: System users can also be added with no role assigned when creating an invitation. Later, the user's profile can be modified to add the onboarding/Smart I-9 E-Verify roles. For more details on modifying the user's profile, please click here.
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The System Administrator has the option to enter a value for any of the fields in the Authorized Security Lookup. This section uses Security Group look ups, just as the fields in Row Level Security. If a value is entered, the user only sees the attribute values that are associated with the specified Security Group when they are prompted for the attribute.
| Role TypeRole | Effect of Security Group Lookup Fields |
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System Administrator Process Administrator Content Administrator | Will alter the values shown in the Attribute Revisions |
HR Specialist Recruiter | Will alter the values shown on the New Hire Invitations |
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The following message confirms the account is created.
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Once the self registration is completed, the onboarding status of the user in Manage Users/Contacts shows as 'Invitation In Progress'.
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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.
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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'.
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Acknowledge and complete Electronic Disclosure.
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This completes User Onboarding. Logout and log back in to access the system.
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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.
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Also, the onboarding status in Manage Users/Contacts shows as 'Invitation Completed' for the user.
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After logging in, the user can start using the system features specific to their role.
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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.
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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.
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This generates a Contact ID for the user as shown below:
| Manage Users/Contacts |
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| Invite/Edit User page |
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Now, add the above generated Contact ID in 'Support Contact' field in the Organization Management and save.
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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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