Security | Adding a User Profile

About

User Profiles are used to create and maintain company level users on the payroll. User Profiles are also used to specify which employees a user can access on company and frequency level. When defining a User Profile, the relevant Security Roles can be selected. Security Roles should therefore be created before adding a User Profile.

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Edition

This feature is available on all PaySpace editions.

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Navigation Path

Navigate > Config > Security > User Profiles

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Overview

On the User Profile Screen select the + Option to add a User Profile.

Complete the fields on the User Profile Screen to add the new user.

Note! The fields marked with an asterisk are mandatory fields.

Link the user to a Security Role.

Link the user to a frequency(ies) within the company(ies).

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Important Comments

Password Requirements

The password must:

1. Be a minimum of eight characters.
   
2. Contain a minimum of one numeric characters.
   
3. Contain a minimum of one uppercase character.
   
4. Contain a minimum of 1 lowercase character.
   
5. Not contain the word “password”.
   
6. Not contain spaces.
   

One Security Role in a Company per User Profile

A User Profile should only be linked to one Security Role per company.

Since the ESS Role is automatically linked when the employee registers for Employee Self Service, it is not necessary to select the ESS Role on the User Profile Screen for a Company Level User.

The same applies to the MSS role, directly reports to persons will automatically be linked to the MSS security role if they have subordinates linked to them.

Security Settings

Navigate > Config > Security> Security Settings

1. Inactivate Automatically upon Termination
   Users can be made inactive automatically upon termination by enabling the below setting.
   
   
   
2. User Profile with Two Security Roles in Two Different Companies
   Should a User Profile be linked to two Security Roles and two different companies, the Security Role with the least amount of access will apply. A company setting can be enabled to apply the security permissions linked to the respective Security Role within each company.
   
   
   
3. Using the Same E-mail Address and Prioritise User Profile Access
   Should the user want to keep the same e-mail address and prioritise the User Profile access over the ESS Security Role access, the following company setting can be selected: 

          

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