An organization may have a tool in place to store all employee data but may lack the ability to assign role-specific functions or activities within the tool. It is crucial for an organization to centrally store the data of its employees, and at the same time, it is equally important to assign user-specific duties to ensure all activities are allocated seamlessly. As an example, The Payroll Manager may be categorized as an employee who has the privilege to view employee salary and wage data, but a Head of another department may not have clearance to view such data. Not only is OrangeHRM perfectly equipped to manage this instance but is capable of much more.
Once the employees are added to the system using the EM module, the Admin user needs to create a user account for each employee, Alternatively, the admin user can create a user account whilst adding an employee to the EM module.
Admin users can assign a specific work role to an employee which will enable the employee to perform certain tasks but will be restricted to others. The below steps will take you through how this could be achieved in the system.
To access this feature, go to HR Administration → Users. The ‘Users’ screen is displayed as follows.
Step 1 – Click the "+" button which is located at the right-hand corner of the ‘Users’ screen. The ‘Add User’ screen is as follows.
Step 2 – Guidelines to fill in the required details
| Field | Description |
| Employee Name | Name of the employee |
| Username | Desired Username. (This should be a value unique to the respective employee) |
| ESS Role | Select the desired ESS role from the drop-down list. |
| Supervisor Role | Select one of the available Supervisor Roles from the drop-down list. |
| Admin Role | Select one of the available Admin Roles from the drop-down either as Global Admin, Global Salary Admin, Regional HR admin, and more. |
| Status | The user can select the status as: • Enabled • Disabled The status has to be set as “Enabled” in order for the new user to log in. |
| Password | The user can enter the desired password. However, the password should consist of upper- and lower-case characters, symbols and numbers |
| Confirm Password | Re-type password to avoid errors. |
Step 3 – Once done, click "Save". The newly created user will be visible in the ‘Users’ List.
If you wanted to create a regional admin role in the organization once you have created the user role settings you can select the region by clicking the "Modify Region" icon.
Step 4 - Click "Modify Region"
Step 5 - Select the Region/s and the locations for this specific user role and click Save.
Filter User
For the convenience of the admin user, OrangeHRM is equipped with a filter option to search for user/s as and when required. This is an ideal option if your organization has a large number of employees.
Step 1 – Click the "filter" button on the top right corner of the screen. The ‘Filter Users’ screen is displayed as follows
Step 2 - Fill in the following filtering criteria.
| Filter | Description |
| Username | Search by the username |
| Employee Name | Search by employee name. The system will auto-suggest the matching names with Employee IDs as the user starts to type. |
| ESS Role | Search by available ESS roles* |
| Admin Role | Search by available Admin roles* |
| Supervisor Role | Search by available Supervisor roles* |
| Status | Search by the user’s status (Enabled/Disabled) |
| Location | Search by the location. |
Step 3 – Click the "Search"’ button. Use the available fields to narrow your search or to filter the result.
Edit User
The admin user can also edit the created ‘Users’ by clicking button which is located at the right-hand corner of the created ‘Users’. The ‘Edit Users’ screen is displayed as follows.
Step 1 - Complete the following fields on the above screen.
| Filter | Description |
| Username | The user can edit the username. |
| Employee Name | The user can edit the Employee's name. |
| ESS Role | The user can edit the ESS Role by selecting from the drop-down list. |
| Admin Role | The user can edit the Admin Role by selecting from the drop-down list. The user can edit the Admin Role as: Global Admin, Global Salary Admin, Regional HR admin, and more. |
| Supervisor Role | The user can edit the ESS Role by selecting from the drop-down list. |
| Status | The user can edit the user’s status as Enabled / Disabled |
| Location | The user can edit the location. |
Delete users
The user can delete the created users by clicking Refer the following to get an idea about deleting an item :
User List configuration
The user can configure the ‘Users’ list by clicking and selecting the 'Configure' option. The ‘Users List Configuration’ screen is displayed as follows.
After marking the desired configurations through checkboxes, the user can then click ‘Save’. This concludes the ‘Users’ configuration list screen according to business requirements.
When an admin attempts to create a user account for an employee who is terminated or re-hire an employee to the organization by adding the previously used username from the "Username" field, the system will not allow this request with an error message "User already exists”. This is due to the status is being set as "Enabled" by default. To change this, select "Disabled" from the status field and filter.