Users overview

Users pulls together profiles and roles to specify what employees can see and do in the IRIS Cascade and gives them a username and password.

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

Create a user account

1. To access the Users screen, go to Admin > Users, Profiles and Roles > Users.

2. On the Users screen, search for the employee you want to create an account for, using any combination of the following methods:

   • In the Search On box, type all or part of the employee’s name, and then click the search icon.

   • Select the employee type from the drop-down menu:

     • Active Group Only: employees in the group you are currently working on (created using Query Builder)

     • Employees: all current employees

     • Leavers: all leavers

     • Current Users: all current users of the system

     • Non-Users: any employee who does not yet have a user account

   • Click a letter in the alphabet list, and then click Filter On Surname

3. In the Action column beside the employee’s name, click Create.

Add log in details

1. Select the Login Details tab.

   

2. Complete the information as described in the following table:

   Field	Description/how to complete
   Authentication Provider	Indicates the authentication method used by the user’s login account.
   Username	Type the username that the user will use to log into the system. If required, select either Use Windows Credentials or Can Edit Own Account. This is a mandatory field.
   Exchange Server	This field is populated automatically.
   Domain	This field is populated automatically. If more than one domain is set up, you can select the appropriate domain to use.
   Password	Type the password that the user will use to log into the system. This is a mandatory field, but if you select Use Windows Credentials in the Username field, this field is disabled, and you do not need to complete it.
   Expires	Type or select the expiry date for the password. If you select today’s date, the user will have to change their password next time they log into the system. If you leave this field blank, the password will never expire.
   Security Level	Select the user’s security level to specify what parts of employee records the user can see. A user at security level 0 can see any record with a security level of 0 or above, but a user at security level 10 can see any record with a security level of 10 or above. Refer to Set security levels.
   Theme	Select the default colour scheme of the website and banner that the user will see.
   Default Currency	Select the currency to use for the user’s salary details
   Home Page	Select the screen that the user will see as their home page when they log in to the system - Dashboard, Employee Details (i.e. their own record), or Tasklist.
   Tasklist Popup	From the drop-down menu, select an option to specify if and when the user will see a popup message for their tasks

Specify profiles

1. Select the Profiles tab.

   

2. Complete the information as described in the following table:

   Field	Description/how to complete
   Their Record	Select a profile from the drop-down menu to specify what areas of their own record the user can see.
   Their Direct Reports	Select this option if you want the user to see details of any employees that directly report to them, and then select the appropriate profile from the drop-down menu.
   Their Subordinates	Select this option if you want the user to see details of any indirect reports, i.e. employees that directly report to their direct reports, and then select the appropriate profile from the drop-down menu.
   All other employees they can access	Select this option if you want the user to see details of any other employees in the system, and then select the appropriate profile from the drop-down menu. For example, an HR user may have no direct reports, but need to see all employees in the system. The employees that the user can see in this section is determined by the hierarchy nodes selected on the Hierarchy tab.
   Applicants	Select this option if you want the user to see details of any applicants in the Recruitment module, and then select the appropriate profile from the drop-down menu. For example, an HR user may have no direct reports, but need to see all applicants in the system.
   Recruitment Administrator	Tick the box if the user is a recruitment administrator.
   Specify an optional role for the user to see and the profile to use	If you want the user to see all employees who are in another role, with a specific profile, tick the box and select the appropriate option from each drop-down menu. For example, you could use this option to allow employees to see all first aiders or fire marshalls. For more information, refer to Create and assign an optional role.

Add roles

1. Select the Roles tab.

   

2. Select each role you want to assign to the user and then click OK.

3. If you want to preview the functions that each role will make available to the user, after you have saved the new account you can click Show me what this user can and cannot do on the Roles tab

Set the hierarchy

1. Select the Hierarchy tab.

   

2. To specify the parts of the hierarchy that the user will have access to (i.e. those visible under the All Employees I Can Access option), click the house icon beside each department you want the user to be able to see, and then click Save.

3. Select any other required options.

Choose dashboards

1. Select the Dashboards tab.

   

2. Select the dashboard that you want the user to see by default. Typical settings are:

   • For employees: My Record

   • For line managers: My Direct Reports

   • For HR administrators: All Employees I Can Access

3. Select the system area that you want the user to see by default when they first log into IRIS Cascade.

4. Use the drop-down menus to select what is displayed in each of the dashboard areas when the user first logs into IRIS Cascade. The user can change these at a later date if you allow them the appropriate access.

5. Click Save.