Manage Users

Manage Users

Menu Path: Manage Account > Manage Users tab
Accessible to : Application Administrator

From this tab Application Administrator can
1. Review user account status
2. Deactivate an user's account
3. Assign roles to users
4. Change the user's license type
5. Review user mailbox status
6. Remove Support license


1. Review user status

Users can be employees and in if Agency feature is activated then an additional type of user Agency will also be visible.

You can see the type of user in License Type column. There are five types of licenses - Web / Non Web / Agency / Field / Support. Refer article on Licenses in EazeWork HRMS for details on these licenses and on how you can change the license from Web to Non Web and vice versa. You might not see some license types if they are not activated in your company.

You can see the status of user's accounts on the Status column.
- Active : Active user, you can deactivate an active user by using "Deactivate" button, refer below for more details
- Deactivated : Account has been deactivated, account can be reactivated by "Activate" option
- Locked : If user inputs wrong password five times then his/her account gets locked, you can unlock the account. User can also unlock it by requesting an unlock link which is sent to their registered email id

2. Deactivating users

If you want to revoke the access of any user temporarily and immediately you can use the “Deactivate” feature. User would be immediately logged out of the system. Deactivated users will not be able to access their EazeWork account. When you "Activate" the user again he can start using the application.

Deactivating a user does not release the license or remove any role or links in the application, except the Administrator and the user no one else is informed of the deactivation. All work flows where this user is required to provide an input can be initiated but will stop where action from him is required.

3. Role management

By default a new user is given only the "User" role. You can assign more roles to users. To do so click on "Edit" button on the user name. 

A section will open up as shown below, activities you can do here are
- change the username
- assign new roles or remove existing roles


You can select the roles you want to assign to the user.

You can remove an existing role from a user by deselecting the checkbox.

Refer to the article on Roles in EazeWork HRMS for more details on various roles available. Visibility of roles in this section is directly linked to the modules activated in the subscription. 

If a "Unique role" is assigned to a new user and the new user is not validated in that case the switch of role will only happen when the new user validates his account.

A unique role cannot be removed from the user to which it is assigned. Instead of this the role has to be assigned to the new user and automatically it will get removed from the previous user to which it was assigned.

If a "Multiple role" is assigned to a user from this section the next step of role mapping needs to be completed before the work flow and work allocation would be impacted. Please refer to the write-up on Role mapping for more details.

If you assign the Support Rep role to an employee then a Support license gets added to your account.

4. Changing user license

If the Non-Web user license option is activated then you can change the user license from Web to Non-Web and vice versa. Please refer to the article on Licenses in EazeWork HRMS for more details. A non-web user cannot have any role except “User” role and will be excluded from all the modules /processes which require users to login and provide inputs.

5. Mailbox status

Click on "Mailbox Status" button and you will be able to see the mailbox status of the employee. Please not that if the emailing service is not managed by EazeWork then you will not be able to use this feature.


Refer to the article on Managing Account Preferences to read more about the various email statuses. If employee is not getting emails from EazeWork it could be due to his mailbox status being
- Bounced : emails are bouncing
- Complained : employee has reported the emails as spam
- Inactive : email is ok but no emails have been sent to this email address for some time
- Email notifications disabled : employee has disabled email notifications

6. Support license removal


To remove click on "Release Support License" option as shown above. If the user is not mapped to any ticket then you will be able to release the license.

 

 



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