Controller Reception Area

A myhrtoolkit controller oversees the administration of a Toolkit. This includes

• Assigning roles to users in the organisation - Managers, Holiday Managers, Training Managers, etc.
• Implementing and maintaining the set-up of the organisation - Locations, Departments, groups of employees under Managers of various types, etc.
• Internal taxonomy - Document types, General Absence types, Training Categories, defining work patterns, etc.
• Resetting user passwords
• Assigning employees Hours Status

Resetting is a simple operation, and is described in this support page - Reset user passwords – Controllers.

• Go to Config > Security Centre
• Find Relevant employee under Manage live users
• Click Actions > Reset Password
• On the popup, click the 'Reset Password' button highlighted in yellow
• The reset email will be sent to your system email, this can then be passed on to the employee.

To make changes to what a manager can see:

• Co to Config > Access Rights > Managers Rights
• Select areas to which managers should have access using the checkboxes, untick any areas to which they should not have access
• Click Submit

You can also visit this support page - Managing Managers' rights.

It is possible to grant a manager minimal rights within a Toolkit, for instruction on how to do this, visit Granting a Manager minimal permissions.

Given that you might need the occasional holiday, or need to share Controller duties with others in your organisation, this page shows how to make a user a controller - How to add a Controller to myhrtoolkit.

Myhrtoolkit is able to follow the changing needs and requirements of user access within a Toolkit via the User Permissions functionality in Config. From here various aspects of a user's access can be enabled or revoked. This covers Health and Safety, Leavers, Data Retention, and Training. To aid isolating the users required more quickly, there are various filter tick-boxes that can be used to narrow a search down.

• Go to Config > Access Rights > User Permissions
• Find the user whose permissions need attention and click the 'Edit permissions' button at the right of their information
• In the popup module choose the permissions for that user
• Click Submit

Depending on the user's role (manager, training manager, etc.) different options will be available to be switched in or out for each section.

Notes

• Where an inherited option is available, this will mean that the user can follow the global setting, rather than it being overridden with a new value.
• Edits can be made to multiple users at a time by making use of Shift + Click and/or Ctrl + Click on the user rows. Use the Edit button to update the users together.

Has the welcome email timed out before the user had chance to set up their log in details?

Controller privileges are required to perform this task. An email that contains a login reset link will be emailed to the User for them to create a username and password and gain access to their myhrtoolkit account.

Quick Summary:

- Go to Config > Access Rights > System Access
- Set the employee(s) to 'No Access'
- Click Submit
- Set the employee(s) to 'System Access'
- Click Submit
- A message will appear on the screen that says 'Send emails to employees to allow access'
- Click the link

A confirmation message appears on screen that reads 'The emails have been sent to the employees'.

Detailed Instructions:

Go to System Access within the homepage of Config to resend the User's welcome email.

Locate the employee in the table and toggle the user to No Access & press Submit.

Repeat the process but toggle the user back to Give Access & press Submit.

A confirmation screen will appear, select the “Send emails to employees to allow access” link (in blue).

Depending on your email system, the email may take a few minutes to be picked up in their mailbox. If the user still has not got the email, it’s important to double check the email address to make sure it is correct. Alternatively, you could try a different email address.

When they have received the email, it will contain a link which will enable the User to update their username and password; Please let them know that the link is temporary and to complete the next steps as a priority. 

Note

If the user has logged in but forgotten their log in details you can provide them with their user name and send a reset password link, please see our guide here for step by step instructions: Reset user passwords in myhrtoolkit | online HR software UK