Welcome to Lesson 3 of the self-guided onboarding program!
If you do not see this module or features discussed in this article in your eCompliance instance and are interested in adding them, please contact your Customer Success Manager or shared email:firstname.lastname@example.org
Lesson 3 - Employee Module Video
Watch the below video on the eCompliance employee module. Detailed instructions follow the video.
By the end of this lesson you will learn how to:
- Add a single employee to your site or batch upload a list of employees via an import file
- Assign an employee to a site and a permission group
- Edit an employee's profile
- Disable employees access to the system
There are two ways to add an employee to eCompliance:
- Add a single employee
- Bulk import a list of employees
1. Add a single employee
Go to the Employee module of your eCompliance instance. Select the + Add Employee tab which will display two sections.
The first section displays the fields on the employee profile.
- First Name*
- Middle Name
- Last Name*
- Employee ID
- Email Address*
- Phone Number
- Reports To
- Hire Date
- Termination Date
*Denotes mandatory fields
A user can sign into eCompliance by email address or by username.
To enable login by username, toggle on the setting, Enable Login With Username at the top of the Employee’s profile. After toggling this setting on, enter a Username and set a Temporary Password for the employee by selecting Generate.
A temporary password will then be generated automatically. You can utilize this password or change it to your desired password. Ensure that you have made a copy of the password, and check off the box I’ve made a copy of the user’s temporary password to apply the password.
The second section determines the employee's access and permission to the site tree. Click the Add Site button to select the site the employee will have access to.
Select a site from the site tree window.
The employee profile page now displays the site the employee has access to. Beside each site name is the Permission Group the employee has been assigned at the specific site.
About Site Access and Permission Groups
Employee permissions are determined first by their access to a site(s) in the site tree and then the permission group assigned within the site(s).
Access to sites is driven by a hierarchy similar to an organization's employee hierarchy. For example, Employee A is given access to Site 1. Because Site 1 is at the top of the hierarchy, Employee A also has access to the sites below (Site 2, 3, 4, and 4a).
If Employee A, is given access to Site 3, Employee A is limited to only Site 3 and no site above or beside. Site 2 and Site 4 are considered to be at the same level as Site 3 and so the Employee does not have access to those sites or subsites.
If Employee A is given access to Site 4, Employee A will also have access Site 4a but no other sites above or beside Site 4.
Administrators of eCompliance have access to all sites and control employee site access and permissions within the site.
Here is an example site tree from eCompliance. Access to the top-level site _CS webinar - demo means the employee has access to all the other sites below. Access to the eCompliance site only, means the employee has access to only Toronto and Calgary and no other site in the site tree.
Once an employee is assigned to a site, the next step is assigning a Permission Group.
Click on the blue button beside the site name to open the list of Permission Groups available to choose from.
Selecting a permission group will display the specific permissions the employee will have at that site.
For this Lesson, our focus will be on 3 main permission groups and Custom Permission Groups.
The 3 main permission groups are Admin, Manager, and Contributor.
Admin - Employees with this permission group, will be able to manage and maintain the eCompliance account and create content. Limit the number of employees assigned to the Admin permission group. This permission group will give individuals complete control over the system.
Manager - Employees with this permission group, will be able to manage the training of their employees and are the recipients of notifications when a form is submitted and will have the ability to review and sign off on forms. Commonly, the Manager permission group is assigned to Supervisors, Managers, or Foremen of your organization.
Contributor - This permission group is typically given to Frontline employees who only interact with eCompliance through the mobile app. They have the ability to fill out and submit forms, create corrective actions, review documents and training certificates. This permission will make up the bulk of your employees.
Note: Managers have all of the permissions of a Contributor and an Admin has all of the permissions of both a Manager and Contributor.
Custom Permission Groups
If you’d like to customize the permissions assigned to your employees rather than using the default permission groups available, custom permission groups is a feature that is available in the Employee module. To create a custom permission group, go to the Employees module page and select Manage Permission Groups under Organization Operations.
Select + Create New Group to begin adding your own custom permission groups.
Enter the name and description of your custom permission group. Assign specific permissions to this group by toggling on permissions below. Select Create to save the changes.
By navigating back to the Employee’s profile, your new custom permission group can be assigned by clicking on the blue button beside the site name.
Permission Toggles - follow this link to a chart outlining the functionality of each toggle
Save Employee Profile
The last step in adding an employee to eCompliance is saving the profile by clicking the Save button. Do not click Save And Send Invite. Doing so will send an email invitation to the employee to join eCompliance. At the end of the self-guided training, you will be ready to send the invitations to join.
To batch upload a list of employees, a file can be imported into eCompliance. Go to the Employees module page and along the right-hand side click on Import/Export Employees.
Read the instructions carefully!
Step 1: Export Template/Employees - Click on Export All Employees to save an Excel copy of the employee file. This file is used as a template to import your list of employees. Add your employees to the Excel sheet following the exact format shown.
*Any changes to the format, header column order, or adding extra columns will cause the import to fail.*
Required fields that must be filled are: First Name, Last Name, Email Address, Site, and Permission.
Step 2: Import Template/Employees - Once you have populated the template with your list of employees the file can be imported into eCompliance.
Important! Select Basic Access for the Permission Group as this will ensure no email invitations will be sent to employees. Any other permission group will result in an email invitation being sent.
If the import fails review the list of conditions provided and ensure your file meets all requirements.
View and Edit Employees
To view or edit an existing employee, go to the Employees module page.
Note: If you have access to the Companies Module, you will see 3 tabs titled All, Internal, and External organizing your users at the top of the Employees Listing.
The All tab will display all users in your organization, both internal and external. The Internal tab displays only users who are employees at your organization. The External tab displays only users who are subcontractors, clients, or suppliers.
To view or edit an existing employee, click on the Magnifying Glass symbol beside their name under the header View. This will open the employee profile page where you can update employee information.
Delete or Terminate an Employee
Deleting an Employee will remove the user completely from the system. This is not recommended when the employee has been a user of the system for a period of time. As a best practice, Terminate instead of Delete and add a termination date. Doing so will:
- Remove their access to eCompliance
- Retain the employee's information for rehiring, such as temporary or seasonal workers
- Release the employee license to be used for another employee
This concludes Lesson 3, next you will learn about Training Management which is a part of the Employee module.
The top 3 key takeaways from this lesson are:
- Site membership determines an employee's access to the site tree while permission groups determine what that employee can do at that site.
- Site membership cascades down giving you access to that site and any subsite below
- Terminate employees instead of deleting them.
Homework: Before beginning the next lesson please complete the following:
- Add your employees to the system either by using the employee importer or by adding them one-by-one
- Assign the employees to a site(s) and set their Permission Group.