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
Role
Work Group
Work Pattern
Location
Country
Is Team Leader
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, approvers and employment start date 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 are used and only 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, approvers and start date 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 you want to edit are ticked, click the 'Edit Multiple' button to begin the editing.
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, approvers and start date 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 you want to edit 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.
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, approvers and start date are displayed in the 'Default Values' section instead of the Default values so you can see at a glance what their settings 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.
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.
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'.This field is optional. It can contain the LeaveWizard 'Location'.
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.
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.
This field is optional. It can contain the LeaveWizard 'Workgroup' name.
This field is optional. It can contain the user employment start date in the format 'dd/mm/yyyy'.
This field is optional. It can contain the LeaveWizard 'Workpattern' name which the user will be using.
This field is optional. It can contain the user's position within the company such as Secretary, Sales Executive, etc.
This field is optional. It can contain reference information such as a company specific employee ID.
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'.
This field is optional. It can contain the annual allowance for the event type specified in the 'AllowanceEventTypeName' field.
This field is optional. It can contain the carried over allowance for the event type specified in the 'AllowanceEventTypeName' field.
This field is optional. It can contain the allowance this year for the event type specified in the 'AllowanceEventTypeName' field.
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.
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.
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.
