Setting Up Users for Employee Self Service

After configuring Employee Self Service, you can set up its users. This topic assumes that employee and position setup is already complete in CloudSuite Business. Verify that these tasks have been completed:

On the Employees form, or the Employee 360 form, all employee records have been created.
On the Positions form, or the Employee 360 form, a position record has been created for each employee. In the Supervisor field, make sure to specify the supervisor who is responsible for each position.
On the Employee Positions form, or the Employee 360 form, all employees have been associated with a position.

With employee and positions setup complete, you can set up users for Employee Self Service.

On the Users form, create a new user record for each employee who is to have access to Employee Self Service Web forms.
If the user should be able to log in to the Employee Self Service Web site without providing a user name and password, specify the user's domain name and ID in the Workstation Domain/ID field. Also select the Use Workstation Login option in User Preferences. When the user accesses the Employee Self Service Sign In form, they can select Use Workstation Login and then click Sign In.

Click User Modules and assign the EmployeeSelfService module to the user.

On the Groups tab, do one of the following:
- If the user is a manager or supervisor who needs to review and approve employee time off requests, select the Employee Self Service Manager group.
- If the user is not a manager or supervisor and does not need to review and approve employee time off requests, select the Employee Self Service group.
On the Employees form, select an employee. On the General tab in the User ID field, specify the user ID you just created for that employee.

Note: If the user ID is not added to the employee record, the employee could still enter his or her user ID and password and try to sign in to Employee Self Service; however, the user would be immediately returned to the Sign In form. The user would not be signed in, and no error message would be displayed.

If the employee is to be paid for time off requested using Employee Self Service, then on the HR tab, select check boxes for the applicable types: Paid Vac, Paid Sick, Paid Hol, and Paid Other.

Repeat step 2 for each employee who is to have access to Employee Self Service Web forms.
On the Human Resources Parameters form in the HR Contact User ID field, specify the user ID of the Human Resources employee who should receive e-mails messages sent from Employee Self Service.
Provide employees with the login user ID and password created in step 1, unless they are to use the workstation login option. Also provide the Sign In form URL. Typically it follows this format: http://<UtilityServer>/wswebclient/default.aspx?page=FormOnly&notitle=1&config=EmployeeSelfService&form=EmployeeSelfServiceHome.ess

Note: The Employee Self Service Web forms are not meant to be used from within CloudSuite Business. They are accessible in CloudSuite Business only for customization purposes. If employees try to use the Web forms from within CloudSuite Business, they may encounter problems.