---
title: "Grant Employees Access to WorkEasy Web App"
slug: "grant-employees-access-web"
description: "Guide employees to log in to web and mobile apps easily. Follow our step-by-step process for user access and management in the Employee Portal."
tags: ["Employee Access", "employees", "personnel", "Portal Login", "staff", "User Permissions"]
updated: 2026-10-19T13:27:56Z
published: 2026-10-19T13:27:56Z
canonical: "help.workeasysoftware.com/grant-employees-access-web"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.workeasysoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Grant Employees Access to WorkEasy Web App

This guide walks you through how to grant employees access to the employee portal via the web. Employee Portal Users always represent employees that exist in the Employee List and are linked to an email address for sign-in. To enable mobile access, additional configuration may be required in your time tracking or clocking settings.

Employee Portal Users rely on email-based access that may already exist in the system. An employee’s email can come from an existing System User within the same account, an email registered to another account through the authentication server, or a new email address not yet registered. Selecting the correct option ensures employees can log in without creating duplicate access records.

### Choose how to give access

| If the employee's email is | Use |
| --- | --- |
| Not yet registered with WorkEasy Software | **Add User** |
| Registered to another WorkEasy Software account | **Import User** |
| Already a System User in this account | **Link User** |

For the difference between System Users and Employee Portal Users, see [Add a System User](https://help.workeasysoftware.com/docs/add-a-system-user).

By following these steps, you’ll ensure your team can log in and use the tools they need for their roles.

### Before you begin

- Make sure the employee has been added under **Employees > Employee List**.
- Review or create the appropriate **Security Groups**.
- Make sure the appropriate [permissions](https://help.workeasysoftware.com/docs/privileges-overview) are configured.

### Add a user

1. Click **User Access > Employee Portal Users**.
2. Find the employee you want to grant access to, then click the ellipsis (⋮) and select **Add User**. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(478).png?sv=2026-02-06&spr=https&st=2026-11-01T13%3A32%3A17Z&se=2026-11-01T14%3A32%3A17Z&sr=c&sp=r&sig=WnvkY%2BoxFKYODesTpcfYFIp4492cA7UrnQVA4WslEFg%3D)
3. Enter the employee’s **Email**. *Make sure the email is spelled correctly.*
4. The **Preferred Name** will appear when the user logs in.
5. (Optional) Check the **Super Admin** box if this employee should have full access to all features.
6. Select the appropriate **Security Group**: *Supervisor*, *Manager*, or *Employee*.
7. Choose the **Language & Region**.
8. Click **Save**. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image-JA22FAYP.png?sv=2026-02-06&spr=https&st=2026-11-01T13%3A32%3A17Z&se=2026-11-01T14%3A32%3A17Z&sr=c&sp=r&sig=WnvkY%2BoxFKYODesTpcfYFIp4492cA7UrnQVA4WslEFg%3D) The employee will receive an email with portal login instructions. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(477).png?sv=2026-02-06&spr=https&st=2026-11-01T13%3A32%3A17Z&se=2026-11-01T14%3A32%3A17Z&sr=c&sp=r&sig=WnvkY%2BoxFKYODesTpcfYFIp4492cA7UrnQVA4WslEFg%3D)

> ⚠️ **Make sure the appropriate** [privileges](https://help.workeasysoftware.com/docs/privileges-overview) **are configured before assigning a Security Group.**

### Import a user

1. Click **User Access > Employee Portal Users**.
2. Find the employee you want to grant access to, then click the ellipsis (⋮) and select **Import User**.
3. Enter the employee's **Email**. *Make sure the email is spelled correctly.*
4. Enter the **Preferred Name**.
5. (Optional) Check the **Super Admin** box if this employee should have full access to all features.
6. Select the appropriate **Security Group**.
7. Click **Save**.

### Link a user

1. Click **User Access > Employee Portal Users**.
2. Find the employee you want to grant access to, then click the ellipsis (⋮) and select **Link User**.
3. Enter the System User's **Email**.
4. Click **Save**.

### Update a user

If you need to change a user’s email address or other details:

1. Go to **User Access > Employee Portal Users**.
2. Locate the employee, click the ellipsis (⋮), then select **Unlink User**. *This removes the current email connection for the user.* ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(479).png?sv=2026-02-06&spr=https&st=2026-11-01T13%3A32%3A17Z&se=2026-11-01T14%3A32%3A17Z&sr=c&sp=r&sig=WnvkY%2BoxFKYODesTpcfYFIp4492cA7UrnQVA4WslEFg%3D)
3. Follow the same steps for [**adding a user**](/main/docs/grant-employees-access-web#add-a-user).

### Edit a user’s access

While on the **Employee Portal Users** screen, you can also click **Edit User** to update:

- Preferred Name
- Security Group
- Language & Region
- Super Admin status

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(480).png?sv=2026-02-06&spr=https&st=2026-11-01T13%3A32%3A17Z&se=2026-11-01T14%3A32%3A17Z&sr=c&sp=r&sig=WnvkY%2BoxFKYODesTpcfYFIp4492cA7UrnQVA4WslEFg%3D)

> ⚠️You cannot edit the email address here. To change it, follow the steps under [**Update a user**](/main/docs/grant-employees-access-web#update-a-user).

If you have questions, please call us at [(888) 783-1493](tel:8887831493), email [support@workeasysoftware.com](mailto:support@workeasysoftware.com), or [submit a ticket](https://www.workeasysoftware.com/resources/submit-a-ticket).

## Related

- [Configure and Use the Sleep Timer on Time Clocks](/configure-and-use-the-sleep-timer-on-time-clocks.md)
- [Xenio P3000 Installation Guide](/xenio-p3000-1.md)
- [Permissions and Settings](/permissions-and-settings.md)