User Account Management

1. Overview
   • HR.my is a multi-user online HR Management system. For starters, there are 2 user account types, which are Employer and Employee accounts. While the Employer account is readily accessible by the account owner (i.e. HR.my Administrator), it may also be accessed by other employees who are assigned with the proper HR user roles by the HR.my Administrator.
   • Every HR.my Administrator remains in full control over the Employee Web Accounts associated with the Employer account. An Employee Web Account could be disabled or re-enabled at anytime if necessary. When an Employee Web Account is disabled, the owner of the Employee Web Account will not be able to sign in his/ her corresponding Employee Self-Service Portal account, and he/ she will not be able to access the Employer account even though he/ she was previously assigned with some HR user role. However, he/ she could still sign in his/ her Employee Web Account that is associated with other employers.
   • As an Employee Web Account could be associated with multiple different Employers, this also creates a convenient way for users who need to sign up for multiple Employer accounts to consolidate the Employer account access through single Employee Web Account that is granted with the proper HR Role. This makes it easy for users to switch to different Employer accounts upon single sign-in.
     • Steps:
     1. Understand the use case.
     2. Assuming you need to use a single email address hr-manager@hr.my to access 2 different Employer accounts, registered under email addresses of org-1@hr.my for Organization 1 and org-2@hr.my for Organization 2.
     3. As HR.my Administrator: Add yourself as an employee to both org-1@hr.my and org-2@hr.my Employer accounts.
     4. As HR.my Administrator: Invite yourself (the newly added employee in previous step) to sign up for Employee Web Account from both org-1@hr.my and org-2@hr.my Employer accounts.
     5. As Employee: Click the link in the invitation emails to sign up for your Employee Web Account using the same email address hr-manager@hr.my.
     6. As HR.my Administrator: After that, sign in your Employer account and assign an appropriate HR Role to employee hr-manager@hr.my. Remember to repeat this step for both org-1@hr.my and org-2@hr.my Employer accounts.
     7. As Employee: You may now sign in any of your Employer accounts with an HR Role. Remember to select the HR Role option in the Administrator tab when you are signing in.
     8. As Employee: To switch from one Employer account to another, just click at the account icon on the upper right corner , then select from the Employer List menu.
2. Invite Employees to Sign Up
   • After adding or importing your employee data, you may start to invite your employees to sign up for their Employee Web Accounts in Employee ❯ Web Account.
   • When you access Employee Web Account management, you will find employees in 4 tabs.
     • No Email. Employees listed under this tab DO NOT have any Contact Email yet, you may click at any employee to add a Contact Email and invite them to sign up for a Web Account immediately.
       The email address to which you send out an invitation is not necessary the same email address that will be used to sign up for the Employee Web Account. This is to cater for the use case that in some environments, the HR personnels could send the invitation to a fixed email address so that they could help their employees sign up their Employee Web Accounts. The actual email address will be requried to sign up for the Employee Web Account.
       You will need to be an HR.my Administrator or HR.my Manager in order to invite an employee to sign up for the Web Account.
       An employee can only sign up his/ her Web Account by following the invitation link sent from an employer.
     • No Account. Employees listed under this tab DO NOT have a Web Account yet, you may click at any employee to invite them to sign up for a Web Account immediately.
       You will need to be an HR.my Administrator or HR.my Manager in order to invite an employee to sign up for the Web Account.
       An employee can only sign up his/ her Web Account by following the invitation link sent from an employer.
     • Enabled. Employees listed under this tab DO have an ACTIVE Web Account. You may click at any employee to change HR Role or to Disable the Web Account.
       You will need to be an HR.my Administrator in order to perform these 2 actions.
       Once disabled, the employee will no longer be able to access the Web Account that is associated with current Employer, hence the resources related to current employer, such as leave application, forum discussions etc. If the employee is previously assigned as "HR.my Manager" or any active HR Role, he/ she will also be forbidden to sign in the Employer account too.
     • Disabled. Employees listed under this tab DO have a DISABLED Web Account. You may click at any employee to change HR Role or to Enable the Web Account.
       You will need to be an HR.my Administrator in order to perform these 2 actions.
   • An Employee Web Account will only be associated with an Employer upon account activation. In the rare event that an employee enters a wrong email address during account sign up, which results in he/ she will never receive the Account Activation Email, the employee could request for another invitation from the HR.my Administrator in order to sign up a new one with a correct email address.
   • If an Employer needs to find out which email address is used to sign up for an Employee Web Account, he/ she could access Employee ❯ Web Account Enabled tab or Disabled tab. The email address displayed in the grid is the ACTUAL email address used to sign up for the account.
3. Use Single Email Address to Sign Up for Multiple Employee Web Accounts
   • Under normal circumstances, an email address will be associated with an Employee Web Account. However, there are situations that the same email address will be needed to sign up for multiple Employee Web Accounts with different Employers. When an Employee Web Account is associated with multiple Employers, the account owner will be able to flip through different Employers by changing the desired Employer from the Employer List menu in the account icon on the upper right corner . Some real life examples include:
     1. Accessing different Employer accounts by an HR.my Manager who manages several related organizations.
     2. A senior manager that needs to approve leave applications from regional offices in several countries.
     3. An employee that uses her own personal email address to sign up for her last employment's Employee Web Account, who needs to sign up for a new Employee Web Account with her current Employer using the same personal email address.
   • In this case, when an employee is signing up for a new Employee Web Account using the invitation URL, she will be prompted that her account has already been associated with another Employer, and if she would like to use the same account to associate with her current Employer's invitation.
   • Note that the same Employee Web Account could only be associated with different Employers. You can't sign up for multiple Employee Web Accounts with the same Employer using the same email address.
   • For detailed steps, you may reference the example in accessing multiple Employer accounts with a single HR Role web account.
4. Change Registered Email Address and Account Password
   • If the account owners for either Employer or Employee Web Account needs to change their registered email address, they may sign in their account, then click at the account icon on the upper right corner and select Change Email.
   • Similarly, if the account owner needs to change her password, she could click at the account icon on the upper right corner and select Change Password.
5. Close Employer Account
   • If for any reason you no longer need this Employer account, you may sign in your Employer account and access the account icon on the upper right corner , then access Preferences » Close Account to close it.
   • An Employer account can only be closed by the account owner, i.e. HR.my Administrator.
   • After your Employer account is closed, ALL DATA WILL BE DELETED and your employees will no longer be able to sign in their Employee Web Accounts that are associated with current Employer account. However, they may still sign in their Employee Web Accounts if their accounts have been associated with other Employer accounts.