Manage Users at UZIO Employers Portal

With UZIO's user management features, you can control access to the employer portal and assign role-based permissions to users. These permissions dictate the actions and information each user can access within the portal. To learn more about the different types of administrator user roles and permissions, as well as how to manage the admins on your account, click on the links provided below.

• What has changed in the Manage Users functionality with the April 2023 Product Release?
• What are different types of roles and permissions?
• How do I create a new custom role?
• What is company level access and employee level access in the role?
• How do I hide sensitive information, such as Compensation Details, DOB, SSN, and Pay Stubs from users including reporting managers?
• How can I assign Reporting Managers role?
• What Information is accessible to a Reporting Manager?
• Why can't I change certain permissions under the Employer Administrator Role and Reporting Manager Role?
• Can I add a non-employee (external user) as a user in a role?
• How do I add an external user as an admin user of the employer portal?
• How to add an employee as admin user of the employer Portal?
• How do I make someone else the employer admin?
• How do I revoke access of a user?
• How to find the username of a User?
• How do I re-send a registration email?
• Will users receive a notification when there is a change in permission's?
• Do newly added users receive an email notification upon being added to the platform?
• Can I add a user to multiple roles?
• How Permissions Work for a User Who Is Added in Multiple Roles?
  
• How do roles work when two companies are linked on the platform?
• Why does the reporting manager see only limited employees under my team on the mobile app, whereas more employees are visible when the reporting manager accesses the web under the employees section? 

What has changed in the Manage Users functionality with the April 2023 Product Release?

Refer to the April 2023 Product Release notes to learn more about what has changed with this new functionality for the existing clients.

What are different types of roles and permissions?

In the Manage Users section, roles are divided into two categories:

Standard Roles: It contains two roles i.e., Employer Administrator and Reporting Manager. 

• Employer Administrator: This role can be only one per company or linked companies. The Employer Administrator is the primary admin who has full access to everything on the company account, including the ability to add, remove, or modify permissions and users.
• Reporting Manager: The reporting manager oversees the work of a group of employees, also known as direct reports. By default, this role only has limited permissions to access employee-level information, such as the ability to view the list of direct reports, approve and edit timesheets, and approve or deny PTO requests. UZIO provides a feature to change employees' access settings, which applies to all Reporting Managers if a change is made.

Custom Roles: Custom roles are roles that are specifically created by an organization to meet their unique needs and requirements. For the new clients, It contains five default custom roles and the default permissions i.e.

• Payroll Admin: Ability to run and manage payroll at the company level, with full access to employees' basic information, payroll information and tax and compliance documents.
• Benefit Admin: Ability to manage proposals and enrollments at the company level with full access to employees' basic information, enrollment information and enrollment documents.
• HR Admin: Ability to hire employees, and manage HR activities at company level with full access to employees' basic information, time off, timesheet, task, and all documents.
• Payroll Support: View access to employees' basic information, payroll & benefits information, and timesheet information.
• HR & Benefit Support: View access to proposals, enrollments and HR activities at company level. View access to employees' basic information, benefits, time off, timesheet, documents, and task information.

You can further customize the name and permissions configured in these roles to meet your specific requirements and add users to them. You can create your own new custom roles and configure them as needed. There are no restrictions on the number of custom roles you can create.

How do I create a new custom role?

1. Log in to the employer portal as the Employer Administrator. If you're a broker portal user who needs to manage users for your client, log in to the broker portal and navigate to Client Profile → Manage Users.
2. Navigate to Manage Users on the left-hand side panel.
3. Select the "Add New Role" link located at the bottom of the list of current roles.
4. Enter the desired Role Name.
5. Configure access to Company features and Employee-level information for the role. Learn more about Company Access and Employee Access in a linked article.

What is company access and employee access in the role?

Company-level access refers to permissions that grant access to perform actions at the company-level, such as running payroll, creating time off policies, etc.

Employee-level access refers to permissions that enable users to perform actions on accessible employees, such as managing their job information, tasks, and documents. Followings are the list of employee-level permissions that can be configured for a role. Accessible employees whose information the role's user can access:

• All Employees: This group grants access to all employees of the company.
• Direct Reports: This group allows access to the user's direct reports.
• Direct and Indirect Reports: This group enables access to the user's direct reports and their direct reports.
• Specific Employees: This group provides access to selected employees.
• Access Based on Criteria: This group allows access based on selected job titles, departments, and work locations.

How do I hide sensitive information, such as Compensation Details, DOB, SSN, and Pay Stubs from users including reporting managers?

To restrict users from viewing an employee's salary/compensation information, paystub information, Date of Birth and/or SSN on the platform, follow these steps:

• Create a new role or edit an existing role of the user.
• Go to the Employee Access section.
• Select the relevant information category such as Basic Information, Additional Information or Personal.
• Enable the appropriate toggle or give "No Access" permission for the specific information you want to hide.
• Add the user to the newly created role.
• By following these steps, managers added to this role will not be able to view the sensitive information of any accessible employees on the platform.

How can I assign the Reporting Managers role?

You can assign a reporting manager to the team, and once done, the manager will automatically be assigned the Reporting Managers role and will start to appear on the Manage user’s section. When an individual becomes a Reporting Manager for the first time, they will receive an email notification. If a reporting manager no longer has any direct reports, including terminated employees, they will automatically lose their reporting manager role means no access to the employer portal.

To assign a reporting manager to an employee, go to the Employees section and edit the employee's information. Anyone with access to the employee's information can assign the employee with a reporting manager. Alternatively, an employee who is to be the reporting manager can be assigned direct reports to manage a team. 

What information is accessible to a Reporting Manager?

By default, a reporting manager will be able to see the list of their team members and can manage their timesheet and time off information. If the employer administrator needs to, they can grant additional employee level access to reporting managers.

Certainly, the administrator of the company can modify the employee level accesses of the reporting manager role. The new enhancement provides the option to grant the reporting manager either view-only or full access to various features, including personal, job, additional job, family, contact, additional information, payroll, benefits, documents, tasks, time off, timesheet, and impersonation. This upgrade enables the reporting manager to have a higher level of authority. By assigning the additional accesses to the reporting manager role, every reporting manager within the organization will have those same accesses available for their respective direct reports.

Why can't I change certain permissions under the Employer Administrator Role and Reporting Manager Role?

An employer administrator is the primary admin with full access to the system, who has the rights to manage other users. Therefore, the permissions for this role are set to full access by default and cannot be revoked.

The reporting manager role, by default, has limited permissions to access employee-level information such as the ability to view direct reports, approve and edit timesheets, and approve or deny PTO requests. These permissions can be further added or reduced as needed.

If additional permissions are needed for one or more reporting managers, a new custom role can be created or an existing role with matching permissions can be used and assigned to the user.

Can I add a non-employee (external user) as a user in a role?

Yes. You can assign an external user, such as your auditor or bookkeeper, a specific role as needed in the employer portal.

How do I add an external user as an admin user of the employer portal?

To add an external user as an admin user of the platform, follow these steps:

• Navigate to the Manage Users Page on the Employer or Broker Portal.
• Select the role for which you want to add a user.
• Click on the "Add New User" button.
• Select the option "Add External User" and enter the user's details like name and email address.
• The external user will be added to the list of users under the respective role.
• A superscript tag “External” will be added against the username to indicate this is an external user.

How To add an employee as user of Employer Portal?

To add an employee as an admin user of the platform, follow these steps:

• Navigate to the Manage Users Page on the Employer or Broker Portal.
• Select the role for which you want to add a user.
• Click on the "Add New User" button.
• Select the employee who needs to be added as an employer user.
• If the selected employee is already added to any other custom role, the platform will prompt you to choose what to do with previous accesses.
  • Merge all previous roles with the new role. This means the employee will be a user of both the new role and the previous roles.
  • Remove the user from all previous roles and add them as a new user of the selected role.
• If the employee was already registered, the same credentials will be used on the employer portal.
• If the employee was not registered, they need to register as either an employee or employer. Once registered, the same credentials will be used on both platforms.

How do I make someone else the employer admin?

Making someone else the employer admin can only be done by the current employer admin or the client broker who manages benefits on the platform. Follow these steps:

• Go to the "Manage Users" page on the Employer or Broker Portal.
• Select "Employer Administrator" under "Standard Role's
•  on the "Add User" button.
• Pick the employee or external user you want to make the new employer administrator.
• Once the new employer admin is selected, the next step is to choose the new role for the current administrator. You can either choose from other existing roles or select "Assign No Role."

How to Revoke Access of a User?

To revoke access of a user from a role, please follow these steps:

• Go to the Manage Users Page on the Employer or Broker Portal.
• Find the role from which you want to remove the user.
• Find the user in the list of users for that role.
• Click on the "Revoke Access" action for the user.
• Note: If the user is added to multiple roles and you need to completely remove their access from all roles, then revoke their access from each role they are added to.

How to find the username of a User?

To find the username for a user, please follow these steps:

• Go to the Manage Users Page on the Employer or Broker Portal.
• Find the user whose profile you need to view.
• Select the "View Username" action located next to the user's name on the Manage User page.
• The platform will display the user's username information.

How to send a registration email to a new user?

The system sends a registration email when a new non-registered user is added to any role. However, if you need to re-send the registration to a non-registered user, please follow these steps:

• Go to the Manage Users Page on the Employer Portal.
• Find the user to whom you need to send a registration link.
• Select the "Send Registration Link" action located next to the user's name on the Manage User page.
• The platform will send a registration email to the user.

Will users receive a notification when there is a change in permissions?

No, users impacted by a change in permissions to their role will not receive an email notification.

Do newly added users receive an email notification upon being added to the platform?

Yes. The users will receive an email that informs them they have been added as an employer portal user, specifying the role name in the email.

Can I add a user to multiple roles?

Certainly, a user can be added to multiple roles. The employer administrator has the ability to assign multiple roles to a user. When assigning an additional role to a user, the system offers the option to either replace the previous role(s) with the new role or to combine the new role permissions with the user's existing role(s) permission.

If a user's previous role is changed, they move from their previous role to their new role. If permissions are combined, the user remains in both their previous and new roles and has access to the maximum permission derived from all the roles assigned to them.

How Permissions Work for a User Who Is Added in Multiple Roles?

When a user is added to multiple roles, they have access to all employees that are accessible from each of those roles. If an employee is accessible from only one of the roles, the user will only be able to access their data according to the employee access set in that specific role. However, if an employee is accessible from multiple roles, the user will have the highest level of access granted by all of those roles.

Additionally, if a user has a common company permission in multiple roles, they will receive the highest permission granted for that permission from any of the roles.

How do roles work when two companies are linked on the platform?

If you are a multi-FEIN client and your companies are linked on UZIO, then the employer administrator, which can be only one, is common to all your linked FEINs. With the custom role functionality, the employer administrator can create custom roles that can be specific to each company or common to all. The role's access and permissions can be defined according to the requirements of each company. The employer administrator can grant access to specific features and information across the linked companies and can also specify whose information the role's users can access.

While creating a role, you can select which companies the role will have access to. The company-level access will be common for all selected companies, while on the employee level accesses, you can bifurcate the access levels for each company based on available parameters such as Direct Reports, Direct & Indirect Reports, Specific Employees, Employees Based on Criteria, or All Employees.

Why does the reporting manager see only limited employees under my team on the mobile app, whereas more employees are visible when the reporting manager accesses the web under the employees section?

On the mobile app, only the information of direct reports is accessible. However, on the web, if the reporting manager is seeing more employees, it could be because of another role given to them. This role may provide access to additional employees, which is the reason for more employees being available on the web compared to the mobile app.