User Record - Organization Structure

The User Record page is organized into sections. The Organization Structure section contains all of the user's organizational information, such as manager, approver, division, position, and location.

To add a new user record, go to Admin > Tools > Core Functions > Users. Then, select the Add User link.

A user's user record can be edited in the following manners:

  • Go to Admin > Tools > Core Functions > Users. Then, select the name of the appropriate user.
  • Navigate to the user's Universal Profile. Select the User Record tab from the Universal Profile navigation. Then, select the Edit Record button.

Manager

Click the Search icon to select the Manager. The user selected for this field will be able to see the user's transcript, and assign training to the user, and may approve training for the user depending on the training workflow.

  • When adding a new user, depending on the backend settings, the administrator who is creating the user may be automatically populated as the user's manager.
  • When a manager is selected, the manager's division is displayed below the field.
  • If the selected manager becomes inactive, the selected manager is still displayed in the field until a different user is selected.

This field is never required.

Administrators must have permission to view or edit the user's manager.

Approver

Click the Search icon to select the Approver. The user selected for this field will be able to see users transcript, assign training to the user, and may approve training for the user depending on the training workflow.

  • When an approver is selected, the approver's division is displayed below the field.
  • The default approval workflow is as follows Approver > Cost Center Approver > Manager > Manager's Approver > Manager's Cost Center Approver > Manager's Manager, etc. However, this is often customized for each organization during implementation. If your current system does not have an approver, then the approver is skipped and it goes to the next person in the chain.
  • If the selected approver becomes inactive, the selected approver is still displayed in the field until a different user is selected.

Administrators must have permission to view or edit the user's approver.

Employee Custom Relationships

Click the Search icon to select a user for the custom relationship.

  • If the selected user becomes inactive, the selected user is still displayed in the field until a different user is selected.

Administrators must have permission to view or edit the user's core information and custom fields.

Division

Click the Search icon to select the Division. This is required if it is configured to be required on the Manage Organizational Unit Types page.

  • If the selected OU becomes inactive, the selected OU is still displayed in the field until a different OU is selected.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information and custom fields.

Position

Click the Search icon to select the position. This is required if it is configured to be required on the Manage Organizational Unit Types page.

  • If the selected OU becomes inactive, the selected OU is still displayed in the field until a different OU is selected.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information and custom fields.

Grade

Click the Search icon to select the Grade. This is required if it is configured to be required on the Manage Organizational Unit Types page.

  • If the selected OU becomes inactive, the selected OU is still displayed in the field until a different OU is selected.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information and custom fields.

Cost Center

Click the Search icon to select the Cost Center. This is required if it is configured to be required on the Manage Organizational Unit Types page.

  • If the selected OU becomes inactive, the selected OU is still displayed in the field until a different OU is selected.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information and custom fields.

Location

Click the Search icon to select the Location. This is required if it is configured to be required on the Manage Organizational Unit Types page.

  • If the selected OU becomes inactive, the selected OU is still displayed in the field until a different OU is selected.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information and custom fields.

Group

Click the plus icon to add the user to one or more groups. The selected groups are displayed below the field. This is required if it is configured to be required on the Manage Organizational Unit Types page.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information.

Add User to Group as of Now

CHR administrators can add users to groups "as of now," meaning the date and time the user was added to the group is recorded as the date and time the user added them to the group. It is NOT possible to add users to a group as of a specific date in the past or future.

Self Registration Group

Click the plus icon to add the user to one or more self registration groups. The selected groups are displayed below the field. This is required if it is configured to be required on the Manage Organizational Unit Types page.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information.

Custom OUs

Click the Search icon to select the OU. This is required if it is configured to be required on the Manage Organizational Unit Types page.

  • If the selected OU becomes inactive, the selected OU is still displayed in the field until a different OU is selected.

This field is only available if it is configured to display on the user record on the Manage Organizational Unit Types page.

Administrators must have permission to view or edit the user's core information and custom fields.