Adding New Users

Adding New Users


Any administrator in a company can easily add new users to LeaveWizard either by directly entering their details onto the site or by uploading a CSV file with the user information already added. This can be done by either clicking the 'Add Employee' button on the Dashboard



or by clicking the 'Add Employees' button on the 'Organisation and Employees' page



both of which will take you to 'Employee Details', the initial step of three, of the 'Add Employee' page.

Step 1 - Employee Details



In this first step you can add the basic details of the user(s) you want to add. You enter the information into the boxes provided and add extra users by clicking the '+Add another employee' button.
Alternatively, you can add the users from a CSV file by clicking 'Bulk upload from CSV' which will populate the boxes with the uploaded information. See the Bulk upload from CSV section below for further information on how to do this.

There are nine boxes to be completed for each user as follows:

First Name


Please enter the 'First name' of the user in the first box. A drop down box will appear with a list of previously entered names to choose or you can manually enter a new name.

Last Name


Then enter the 'Last name' of the user in the second box.

Username


Enter their 'Username' in the format 'email@company' as shown. This must be unique.

Role


Use the drop down box to select the LeaveWizard 'Role' of the user from the available options of 'Employee', 'Line Manager' or 'Administrator'.

Work Group


Choose an existing company 'Work group' from the drop down box or enter a new work group name directly into the box.

Work Pattern


The default company work pattern is chosen initially or you can choose another company work pattern from the drop down box.

Location


Choose an existing company 'Location' from the drop down box or enter a new 'Location' name directly into the box.

Country


Use the drop down box with a list of countries to select the company 'Country'.

Is Team Leader


Use the drop down box to select either 'Yes' or 'No'. Only 'Administrators' and 'Line Managers' can be Team Leaders and there can only be one Team Leader per work group.


In this example we have added the information for three new users.




If you want to delete a user from the list just click the dustbin icon on the far right hand side of the row with their details.

If for whatever reason you want to quit, just click the 'CANCEL' button and you will be returned to the previous page. If you are happy that the correct information has been entered then click 'NEXT' and the data will be validated and then you will be taken to step 2...

Step 2 - Allowance & Approvers



In this second step you can configure the allowances and approvers for all the users you are adding. The page has two sections 'Default Values' at the top and 'Employees' below.

The 'Default Values' section lists the allowances and approvers that will be used for each event type for all the users unless you edit the users separately. Initially, it is set with what we believe to be the most likely settings that you would use. Only the 'Holiday' and 'Sickness' leave types are selected and the standard allowances duration's are used and just the 1st Level Approver A assigned.
You can add more event types by ticking the box on the left hand side of the event name. You can also edit the default allowances and approvers for the event type by clicking the edit icon on the far right hand side of the row.
 


The 'Employees' section lists all the users that are being added in this session. You can edit a single user's allowance and approvers by clicking the edit icon on the far right hand side of their listing. You can also edit multiple users at the same time. To do this, tick the box on the left hand side of one of the users you wish to edit and a 'Edit Multiple' button will appear on the top right hand side of the list. Then tick the boxes of the other users you want to edit at the same time. Once all the users are ticked, click the 'Edit Multiple' button to begin the editing.



In this example, we will change the Holiday event type 1st level approver A for the two selected users. It is also possible to enter the employment start date on this page.



Once you edit and change a user's settings, they will no longer be using the 'default Values' shown in the top section. To show this has happened, the 'Employees' section splits into two columns with the original 'Employees' on the left hand side of the page and a new 'Edited Employees' on the right hand side.



If you hover over any user in the 'Edited Employees' section their allowances are displayed in the 'Default Values' section instead of the Default values so you can see at a glance what their allowances and approvers are without having to edit their details by clicking the edit icon on the right hand side of their listing.



If you are adding a lot users at the same time the list of users can become long so the list is paginated and has a search box to help you locate users.

If you need to return to step 1 to make any changes then just click the 'BACK' button. Alternatively, If you are happy that the correct information has been entered then click 'SUBMIT' and the data will be validated and then you will be taken to step 3...

Step 3 - Welcome Email



At this point, the new users have been added to your company account and this final step just allows you to optionally send a welcome email to them. You can either use the prepared welcome message that is displayed or edit it to suit your needs. If you want to send them the welcome message now, click 'SEND EMAIL' or just click 'FINISH' to complete adding new users without sending the email.


Bulk upload From CSV

You can upload user information from a CSV file rather than entering it directly onto the Employee Details step of Add Employee. On that page you can download a template CSV file by clicking the 'Download Template' link which shows the required layout of the CSV file with example user information.





The information is similar to that which can be manually entered on the Employee Details step but it also allows for additional information to be entered.


First Name, Last Name And Username

These first three fields are required and must be filled. The 'Username' should be in the format 'email@company' and must be unique.

Role

This field is optional. It can contain the LeaveWizard 'Role' of the user which should be 'Employee', 'Line Manager' or 'Administrator'.

Location

This field is optional. It can contain the LeaveWizard 'Location'.

Country

This field is optional. It can contain the LeaveWizard 'Country' represented as a standard two letter code (ISO 3166-1 alpha-2), i.e. 'GB' for United Kingdom.

IsTeamLeader

This field is optional. It can contain either 'YES' or 'NO' depending if the user will be a LeaveWizard Team Leader or not. Only 'Administrators' and 'Line Managers' can be Team Leaders and there can only be one Team Leader per work group.

Workgroup

This field is optional. It can contain the LeaveWizard 'Workgroup' name.

EmploymentStartDate

This field is optional. It can contain the user employment start date in the format 'dd/mm/yyyy'.

Workpattern

This field is optional. It can contain the LeaveWizard 'Workpattern' name which the user will be using.

Position

This field is optional. It can contain the user's position within the company such as Secretary, Sales Executive, etc.

Reference

This field is optional. It can contain reference information such as a company specific employee ID.

AllowanceEventTypeName

This field is optional but is required for the remaining fields of the user record to take effect. It can contain the LeaveWizard event type name for which the allowance and approver information in the next fields refers to. For example, if you want to set the user Holiday allowance information this field should be set to 'Holiday'.

AnnualAllowance

This field is optional. It can contain the annual allowance for the event type specified in the 'AllowanceEventTypeName' field.

CarryOverAllowance

This field is optional. It can contain the carried over allowance for the event type specified in the 'AllowanceEventTypeName' field.

AllowanceThisYear

This field is optional. It can contain the allowance this year for the event type specified in the 'AllowanceEventTypeName' field.

FirstLevelApproverA

This field is optional. It can contain the username of the 1st level approver A for the event type specified in the 'AllowanceEventTypeName' field for this user.

FirstLevelApproverB

This field is optional. It can contain the username of the 1st level approver B for the event type specified in the 'AllowanceEventTypeName' field for this user.

SecondLevelApprover

This field is optional. It can contain the username of the 2nd level approver for the event type specified in the 'AllowanceEventTypeName' field for this user.


Using the downloaded file as a template, you can then create your own file with your user information to upload whenever you are ready using the 'Bulk upload from CSV' button. In this example, we show what a CSV file would look like for the same users as manually entered above.





General

  1. Setting up hours based leave for part-time workers
  2. Resetting your password
  3. Verifying status of a leave request
  4. The Line Manager Dashboard
  5. Restrictions Part 1
  6. Restrictions Part 2
  7. Custom Groups
  8. Work (Shift) patterns
  9. Setting up LeaveWizard–Summary
  10. Setting up LeaveWizard – Public Holidays
  11. Setting up LeaveWizard – Approvers
  12. Setting up LeaveWizard – Event types and Allowances
  13. Organization And Employees
  14. Setting up LeaveWizard – Basic settings
  15. Monthly Allowance Report Emails
  16. Recording leave in hours
  17. Location specific Public Holidays
  18. Showing and hiding allowances and leave details
  19. Carry overs explained
  20. Allowing events to be recorded on non-working days
  21. Allowing events to be requested in the past
  22. How to allow or disallow users editing requested events
  23. Setting the company and user leave year
  24. The Bradford Factor
  25. Overtime and Time Off in Lieu
  26. How is my billing information processed?
  27. Subscribing to a paid plan
  28. How can I view my account details
  29. How to manage room bookings
  30. How to share your company calendar
  31. Outlook and Google Calendar Integration
  32. Specifying someone to cover leave
  33. Alternative Work Patterns
  34. My Settings
  35. Cancelling leave
  36. I want to book a period of leave that incorporates a bank holiday. How do I stop this day from being deducted from my holiday allowance?
  37. Recording absence
  38. Base Leave Types
  39. Changing your password with LeaveWizard
  40. Approving or Rejecting Leave
  41. Leave Charts and Calendars
  42. Requesting leave
  43. Configuring allowances
  44. Adding New Users
  45. Tracking appointments in LeaveWizard
  46. How does LeaveWizard Calculate Holiday Entitlement
  47. How to include bank holidays in the holiday allowance, then book these as a bulk booking for all the company
  48. Mandating leave requests in advance
  49. My line managers aren't approving leave requests, what should I do?

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