Behind every single user in SameSystem, lies a user card. This is where all the data and information about the user is gathered from. In this article, we'll explain everything you need to know about the user card, and how to create a user.
Looking for something specific?
The article will open in a new window from the selected header:
How to create a new user
1. To start, navigate to the department where the user should belong, via HR - Users.
2. At the top right corner, click on the blue button called Add user.
There are a couple of things to keep in mind while creating a user. Check out the below pointers worth noting, before continuing.
Some pointers worth noting |
The user card can be heavily modified, depending on settings made by your company's administration. Therefore, your user card may differ quite a lot from the examples in this article. |
All fields marked with an asterisk (*) must be entered for the user card to be approved by the system. |
The NI number-field is created to automatically change into the correct format, according to the selected country. That means you can simply type away, without worrying about formatting the symbols a certain way. |
You can use the small calendar-icons to pick a date from a calendar instead of typing in the date, if you prefer. |
If the field you're typing in turns red, it means that we have not matched the format-criteria of that specific field. The system will tell you what the correct format is, so you can adjust to match the criteria straight away. |
3. You are now presented with a blank user card. Start by adding all the personal data.
4. Add the contact information.
6. When all the fields have been filled, click on the blue button at the bottom right corner called Create user 🎉
The user card should look something like this;
Quick recap - You have now created a user with all the necessary general data. Some companies also require creating a contract. A contract consists of the terms of the employment e.g. department, title, contract hours and salary information. The data from the general tab and the contract can be used to create a contract document.
If you want to create a contract for the user, but for some reason are not able to create one immediately after the user has been created, that's totally fine. Keep on reading to learn what a draft user is. If you'd like to learn how to create a contract straight away, check out this article.
Draft user
A draft user is exactly what it sounds like - a user that has not been fully completed in the system and is in "draft mode".
When does a user become a draft?
A user is by default a draft up until the first contract has been created.
Where are the draft users located?
We can find our draft users by using a filtering tool in the user list:
Click Add filter and select Status followed by checking the Draft-box. When ready, click Apply to let the tool filter out all our draft users.
If you want to learn more about the different user overviews and what the filtering-tools can do for you, check out this article.
The list now contains only draft users. You can click on the user you want to continue working on. When a contract has been made, the user will automatically be removed as a draft.
NOTE: You will not be able to welcome the new user until the first contract has been created.
Complete the creation of a new user
1. Click Create contract either from the left side bar or the top banner.
2. When you have filled out the relevant data, then simply click Create contract.
3. The Welcome Email will be sent automatically after the creation of the contract, unless you disable the toggle.
If you disable the toggle, then you will be able to send it at a later moment from the user card.
Any questions or concerns?
When you've created a user card, you can create a contract as well. If you'd like some guidance on how to do that, we recommend checking out this article.
If any other questions arise, please do not hesitate to contact our Support-team. They will gladly help 😊
📲 App: Click More, followed by Contact support.
🖥️ Web/PC: Click on the blue bubble at the bottom right corner.
☎️ Phone: +44 20 8125 4730, dial 1 for support.