Auto generate user accounts

This is an administrative function only. Only users with certain permissions can perform these tasks.

You can use the Auto Generate Accounts function to clone an existing user and copy their settings to multiple new users.

This functionality is particularly useful if you have a large number of new starters at the same time. It enables you to set up one user, their profiles and roles, dashboard settings and system theme, line manager etc, and then copy these settings to multiple other users, thus saving a significant amount of time.

It is also useful if you have phased your rollout to staff and want to create accounts for a large group of users (for example, one particular department) at the same time.

Find employees to create accounts for

Before you auto-generate accounts, you need to identify the employees that you want to create the accounts for, using one of the following methods.

Find all employees who don’t have a user account

  1. Go to Admin > System Administration > Users, Profiles & Roles > Users.

  2. In the Search On field, select Non-Users from the drop-down menu.

  3. In the Filter on Surname field, select ALL, or click the appropriate letter to find users alphabetically by surname.

Find employees by creating a group in Query Builder

  1. Go to HR > Advanced > Query Builder.

  2. Create and run a query to find the employees you want to create an account for.

  3. Select Use this Group.

  4. Go to Admin > Users, Profiles & Roles > Users.

  5. In the Search On field, select Active Group Only from the drop-down menu.

  6. In the Filter on Surname field, select ALL.

Create new user accounts

  1. When you have identified the employees, who need new user accounts, click Auto Generate Accounts at the bottom of the screen.

  2. In the Employee Accounts To Create section, confirm the employees you want to create new accounts for: in the left-hand column, either tick the top box to create accounts for all the employees in the list, or tick the box beside the ID number to select individual employees from the list.

  3. In the Username Settings section, select the username format that you want to use for these accounts.

  4. In the Password Settings section, select the password format that you want to use for these accounts.

  5. Select Preview Accounts. Check the account details and amend them if necessary.

  6. In the Compile Email Notification Text section, check the details of the email that the users will receive to notify them about their new account and amend it if necessary.

  7. If required, in the Set Additional Options section:

    • In the Account Expires field, type or select the date when the account will expire

    • In the Copy Settings field, click , and then select a user on the screen displayed to copy account settings from

  8. Select Create Accounts.