Adding New Users

Any administrator in a company can easily add new users to LeaveWizard either by directly entering their details onto the site or by uploading a CSV file with the user information already added. You can do this either by clicking the ‘Add Employees’ button on the Dashboard,

or by clicking the ‘Add Employees’ button on the ‘Organisation and Employees’ page.

Both options will take you to ‘Step 1 – Employee Details’, the initial step of the ‘Add Employee’ flow of three.

Step 1 – Employee Details

In this first step, you can add the basic details of the user you want to add into the boxes provided. You can also add extra users by clicking the ‘+ Add another employee’ button.
Alternatively, you can add the users from a CSV file by clicking ‘Bulk upload from CSV’, which will populate the boxes with the uploaded information. See the Bulk upload from CSV section below for further information on how to do this.

There are 4 boxes to be completed for each user as follows:

First Name

Please enter the first name of the user in the first box. A drop-down box will appear with a list of previously entered names to choose or you can manually enter a new name.

Last Name

Then enter the last name of the user in the second box.

Username

Enter their username in the format ’email@company’ as shown. This must be unique. The system will also set it as their email address. You can change their email on their employee details page. It can differ from their username, as it does not need to be unique.

Please note, when adding a new user, that if you have created a new email address for them, you need to allow sufficient time for the global email network address creation process to complete before you add them to LeaveWizard. This can take up to 48 hours, and if not completed when our system emails them, our email providers will bounce the address and they will not send further emails. You will then need to contact LeaveWizard support to remove the email address from their list.

Role

Use the drop-down box to select the LeaveWizard role from the options of ‘Employee’, ‘Line Manager’ or ‘Administrator’.

In this example, we have added the information for three new users.

To delete a user from the list, click the dustbin icon on the far right-hand side of the row with their details.

If, for whatever reason, you want to quit, click the ‘CANCEL’ button and it will return you to the previous page. When you are happy you have entered the correct information, then click ‘NEXT’ and it will validate the data and take you to step 2.

Step 2 – Allowance & Approvers

In this second step, you can configure the allowances, approvers and some other settings for all the users you are adding. The page has two sections, ‘Allowances & Approvers’ at the top and the ‘Employees’ list below.

Allowances & Approvers

The ‘Allowances & Approvers’ section holds the default values. It will use these for all users you are adding unless you edit a user(s) separately.

At the top of the section, is a table displaying a list of the event types and the default allowances and approvers for each. Initially, we set it with what we believe to be the most likely settings that you would use. In this example, it has only selected the ‘Holiday’ and ‘Sickness’ leave types with the default allowances and the 1st Level Approver A assigned. You can add more event types by ticking the box on the left-hand side of the event name.

You can also edit the default allowances and approvers for the event type by clicking the edit icon on the far right-hand side of the row.

Below the table of allowances and approvers, there will be up to six other default settings which it will also use for all users you are adding unless you edit a user(s) separately.

Employment Start Date

You can optionally choose an employment start date by entering the date into the field or by clicking the calendar icon.

Work Pattern

It will select the default company work pattern initially, or you can choose another company work pattern from the drop-down box.

Work Group

You can choose an existing workgroup from the drop-down box or enter a new workgroup name directly into the box.

Location

You can choose an existing location from the drop-down box or enter a new location name directly into the box.

Country

You can choose an existing country from the drop-down box or enter a new country name directly into the box.

Is Team Leader

If no team leader exists for the work group, then it will display this field with ‘No Team leader’ selected. Only administrators and managers can be team leaders, and there can only be one team leader per workgroup. You can use the drop-down box to select one user you are adding if they are eligible.

Employees List

The ‘Employees’ list section lists all the users that are being added during this session. If you are adding a lot of users, the list can become long, so the system paginates it and has a search box to help you locate users. If, for whatever reason, you want to return to step 1 to make any changes, then click the ‘BACK’ button. Alternatively, if you are happy you have entered the correct information, then click ‘SUBMIT’ and it will validate the data and take you to step 3.

Editing Users

You can edit a single user’s allowance, approvers or any of the other settings by clicking the edit icon on the far right-hand side of their listing. You can also edit multiple users at the same time. To do this, tick the box on the left-hand side of one user you wish to edit and a ‘Edit Multiple’ button will appear on the top right-hand side of the list. Then tick the boxes of other users you want to edit at the same time. Once you have ticked all the users you want to edit, click the ‘Edit Multiple’ button to begin the editing process.

In this example, we will change the Holiday event type 1st level approver A for two users.

Once you edit and change a user’s settings, they will no longer be using the ‘Default values’ shown in the top section. To highlight that this has happened, the ‘Employees’ section splits into two columns with the original ‘Employees’ on the left-hand side of the page and a new ‘Edited Employees’ on the right-hand side.

When you hover over any user in the ‘Edited Employees’ section, it will display their allowances, approvers and other settings in that section instead of the default values so you can see at a glance what their settings are without having to edit their details by clicking the edit icon on the right-hand side of their listing.

Step 3 – Welcome Email

You have now added the new users to your company account and this last step allows you to send an optional welcome email to them. You can either use the prepared welcome message that is displayed or edit it to suit your needs. If you want to send them the welcome message now, click ‘SEND EMAIL’ or click ‘FINISH’ to complete adding new users without the email.

Bulk Upload From CSV

[Please note that this section is under review]

You can upload user information from a CSV file rather than entering it directly onto the ‘Step 1 – Employee Details’ step of Add Employee. On that page, you can download a template CSV file by clicking the ‘Download Template’ link, which shows the required layout of the CSV file with example user information.

The information looks similar to that you can manually enter on the Employee Details step, but it allows for additional information to be entered.

First Name, Last Name And Username

These first three fields are required and you must complete them. The ‘Username’ should be in the format ’email@company’ and must be unique.

Role

This field is optional. It can contain the LeaveWizard role, which should be ‘Employee’, ‘Line Manager’ or ‘Administrator’.

Location

This field is optional. It can contain the LeaveWizard location.

Country

This field is optional. It can contain the LeaveWizard country represented as a standard two letter code (ISO 3166-1 alpha-2), i.e. ‘GB’ for the United Kingdom.

IsTeamLeader

This field is optional. It can contain either ‘YES’ or ‘NO’ depending if the user will be a LeaveWizard team leader or not. Only administrators and managers can be Team Leaders and there can only be one team leader per workgroup.

Workgroup

This field is optional. It can contain the LeaveWizard workgroup name.

EmploymentStartDate

This field is optional. It can contain the user employment start date in the format ‘dd/mm/yyyy’.

Workpattern

This field is optional. It can contain the name of the LeaveWizard work pattern the user will be using.

Position

This field is optional. It can contain the user’s position within the company, e.g. Secretary, Sales Executive, etc.

Reference

This field is optional. It can contain reference information, such as a company specific employee ID.

AllowanceEventTypeName

This field is optional but is required for the remaining fields of the user record to take effect. It can contain the LeaveWizard event type name to which the allowance and approver information in the next fields refers. For example, if you want to set the user ‘Holiday’ allowance information. you should set this field to ‘Holiday’.

AnnualAllowance

This field is optional. It can contain the annual allowance for the event type specified in the ‘AllowanceEventTypeName’ field.

CarryOverAllowance

This field is optional. It can contain the carried over allowance for the event type specified in the ‘AllowanceEventTypeName’ field.

AllowanceThisYear

This field is optional. It can contain the allowance this year for the event type specified in the ‘AllowanceEventTypeName’ field.

FirstLevelApproverA

This field is optional. It can contain the username of the 1st level approver A for the event type specified in the ‘AllowanceEventTypeName’ field for this user.

FirstLevelApproverB

This field is optional. It can contain the username of the 1st level approver B for the event type specified in the ‘AllowanceEventTypeName’ field for this user.

SecondLevelApprover

This field is optional. It can contain the username of the 2nd level approver for the event type specified in the ‘AllowanceEventTypeName’ field for this user.

Using the downloaded file as a template, you can then create your own file with your user information to upload whenever you are ready using the ‘Bulk upload from CSV’ button. In this example, we show what a CSV file would look like for the same users as manually entered above.

Adding New Users With SCIM Enabled

When you enable SCIM user provisioning, LeaveWizard will remove the ‘Add Employees’ buttons from the Dashboard and Organisation and Employees sub-menus to prohibit adding users from the web app.

If someone adds a user from your IdP website, the system will replace these buttons with ‘Pending Employees (x)’ buttons. Where the x in brackets is the number of pending users.

When you click on either of these buttons, the system will partially fill a page with the details it already has about the user(s). The page will look similar to those shown in ‘Step 1 – Employee Details’ of this article. The process of completing adding the user(s) is also similar. When you finish adding the pending employees, the system will remove the buttons and add the user(s) to your company.