Employee portal users allow employees to access WorkEasy.team. An employee portal user is always associated with an employee record, while the email address used for access may already exist in the system or be newly added. Understanding how System Users and Employee Portal Users relate to each other is key to selecting the correct option.
Understand system users and employee portal users
System Users represent the list of email addresses that currently have access to the software. This list includes email addresses that are linked to employees and email addresses that are not linked to any employee record.
Employee Portal Users represent employees, added through the Employee List, who can access the software using an email address. Each employee portal user must be associated with an employee record.
An employee’s portal access email can come from one of the following sources.
An existing email address already listed under System Users for the same account.
An existing email address registered in the authentication server that is already associated with another account.
A new email address that does not exist in System Users and is not registered in the authentication server.
Before you begin
The employee must already exist in the system.
You must have access to User Access settings.
Add or manage an employee portal user
Employee portal users are added or linked from User Access after the employee record exists.
Navigate to User Access, then select Employee portal users.
Select an employee.
Open the action menu and select the appropriate option based on the email status.
Choose the correct option
Use the following logic to determine which option to select.
Is the employee’s email address already listed under System Users for this account?
Yes. Use Link User.
No. Is the email address already registered in the authentication server for another account?
Yes. Use Import User.
No. The email address is new and not registered anywhere else.
Use Add User.
Link an existing system user
Use Link User when the employee’s email already exists in the System Users list for the same account. This includes system users that are not yet linked to an employee record.
Import an existing user
Use Import User when the employee’s email address is already registered in the authentication server and associated with a different account.
Add a new portal user
Use Add User only when the email address is new and does not exist in System Users or the authentication server.
Important behavior notes
System Users represent email access, not employees.
Employee Portal Users always represent employees and must be linked to an employee record.
Selecting the correct option prevents duplicate users and access conflicts.