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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. This can be done either by clicking the ‘Add Employee’ button on the Dashboard

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

both of which will take you to ‘Employee Details’ the initial step of the ‘Add Employee’ flow of 3.

Step 1 – Employee Details

In this first step you can add the basic details of the user(s) 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 protected]’ as shown. This must be unique. This will also be used on the system as their email address which can be changed to be different to their username and does not need to be unique, on their employee details page.

Role

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

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

If you want to delete a user from the list just click the dustbin icon on the far right hand side of the row with their details.

If for whatever reason you want to quit, just click the ‘CANCEL’ button and you will be returned to the previous page. If you are happy that the correct information has been entered then click ‘NEXT’ and the data will be validated and then you will be taken 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 which will be used 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, it is set with what we believe to be the most likely settings that you would use. In this example, only the ‘Holiday’ and ‘Sickness’ leave types are selected and the standard allowances are used with the 1st Level Approver A only 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 6 other default settings which will also be used 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

The default company work pattern is chosen initially or you can choose another company work pattern from the drop down box.

Work Group

You can choose an existing ‘Work group’ from the drop down box or enter a new ‘Work group’ 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 this field will be displayed and ‘No Team leader’ selected. Only ‘Administrators’ and ‘Line Managers’ can be team leaders and there can only be one team leader per work group. You can use the drop down box to select one of the users you are adding if they are eligible.

Employees List

The ‘Employees List’ section lists all the users that are being added in this session. 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 of the users 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 the other users you want to edit at the same time. Once all the users you want to edit are ticked, 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 the two selected 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 show 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.

If you hover over any user in the ‘Edited Employees’ section their allowances, approvers and other settings are displayed in the ‘Default Values’ 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.

If you are adding a lot users at the same time the list of users can become long so the list is paginated and has a search box to help you locate users.

If you need to return to step 1 to make any changes then just click the ‘BACK’ button. Alternatively, If you are happy that the correct information has been entered then click ‘SUBMIT’ and the data will be validated and then you will be taken to step 3…

Step 3 – Welcome Email

At this point, the new users have been added to your company account and this final step allows you to optionally send a 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 just click ‘FINISH’ to complete adding new users without sending 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 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 is similar to that which can be manually entered on the Employee Details step but it also allows for additional information to be entered.

First Name, Last Name And Username

These first three fields are required and must be filled. The ‘Username’ should be in the format ’[email protected]’ and must be unique.

Role

This field is optional. It can contain the LeaveWizard ‘Role’ of the user 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 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 ‘Line Managers’ can be Team Leaders and there can only be one Team Leader per work group.

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 LeaveWizard ‘Workpattern’ name which the user will be using.

Position

This field is optional. It can contain the user’s position within the company such as 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 for which the allowance and approver information in the next fields refers to. For example, if you want to set the user Holiday allowance information this field should be set 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.

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