UserName Login FAQ (log-in without an email address)

What is this feature?

The UserName Log-in (UNL) feature is the ability for eCompliance users to access eCompliance (web and mobile) with a username and password, securely, and without an email address.

In other words, no email? No problem! 

There is no additional cost to customers for this feature; however, you will still need a license for each employee in our system.

Username login allows for: 

• Managers to set their own temporary password via the UI (rather than the one generated by eCompliance)

• Customers to set their own temporary password via the API

• Managers to set their own temporary password via the importer

• Managers to switch an employee from login with username to login with email on the employee profile (inside eCompliance)

• People with username logins can be assigned any custom permission group with all permissions except “Account Manager”

• Employee importer should work when all columns and fields are present

Employees who are to be system administrators and given the Admin permission group should not be username login users and instead be email login users. This way they can also have access to the full set of privileges, such as assigning other employees equal or lesser permissions in eCompliance.

How does a manager set their own temporary password for an employee?

• On the Generate Temporary Password pop up, in the Temporary Password field managers have the ability to edit this text.

Can managers use the same temporary password for multiple employees?

• Yes, however, this is not recommended

How does a customer set their own temporary password via the API?

• Details for customers can be found here: eCompliance API Help

How does a manager set a temporary password for a username-login employee via the importer?

• On the employee exporter, there is a column titled “Temporary Password”. When adding a new employee via login with the username the manager should complete the required fields including adding the temporary password to this column

When adding a temporary password for login with username user on the employee importer/exporter will the Temporary Password always be displayed?

• No. Whenever this list of employees is exported for security the fields in this column will always remain empty

Can a worker's temporary password be changed via the employee importer?

• If the login with username user has not logged in and changed their password: Yes. A manager can change the temporary password, re-upload the excel sheet, and the user’s temporary password will change

• If the login with username user has logged in and changed their password: No. Since the user has already logged in and changed their password their password can not be changed via the Temporary Password field in the employee importer

Is the Temporary Password field in the employee importer a mandatory field?

• No, this is an optional field

What does a manager do after they create an employee with a temporary password?

• They should hand that password to the employee so that they can log in

How does a manager switch an employee from username-login to a login with email?

1. While editing the employee’s profile in eCompliance disable the toggle where it says “Enable login with Username”. You will know that this toggle is disabled because it will be grey and to the toggle will say “Off” to the right of it

2. Once this is disabled the following fields will be removed: Username, Temporary Password, Password Reset User

3. Add the employee’s email to the Email field

4. Save the profile

Please note, the employee's profile will continue to have the status of Login with Username until they have accepted the invitation to switch to login with email.

Is there a limit to the number of times that an employee can be switched back and forth between login with username and login with email?

• No, there is no limit. 

Can employees be switched back and forth using the importer or API? 

• No, a user cannot switch user Email to Username or vice-versa via import. To switch login methods, please use the eCompliance web app and make the switch through the employee profiles. 
• When using the API, please note that the switch cannot be made after an employee is able to login. The switch can only be made when an employee account is not active and hasn't accepted their eCompliance invitation.

What happens after a manager has switched an employee from login with username to login with email?

• The employee will receive an email informing them that they have been switched from login with username to login with the email and be asked to sign in to eCompliance.

Can an employee have a Username Login for one account and login with email for another?

• Yes, this is possible. It depends on how their managers set up their account in the site(s) they belong to

Why can’t someone with Username Login be assigned the permission “Account Manager”?

• This is because workers with username logins do not have an email address associated with their account. Due to this, they will miss critical information via notifications that may be shared by their team

Employee importer should work when all columns and fields are present, what does this entail?

• The employee importer will work as long as all required columns are present

• If a manager changes the order of the columns then the importer will still work

• If a manager deletes optional columns then the importer would work

  • When the manager exports the importer all of the columns will be displayed

How do I delete an employee with username login?

• An employee profile will need to be switched to email login in order to be deleted. However, we do suggest terminating an employee over deleting an profile to retain the employee information and the employee's previous work and certificates.