User Record - User Type and Employment Status

The User Record page is organized into sections. The User Type and Employment Status section contains the user's type (e.g., Employee, Intern, Contractor), user status (e.g., Working, On Leave, Terminated), and additional information regarding the user's status.

The User Status Information is only available to administrators who have permission to view or edit User Type and Status.

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

Edit a user's user record in one of the following ways:

  • Go to Admin > Tools > Core Functions > Users and 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.
PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Universal Profile - User Record - Create Users Grants ability to access the User Record Administration page and to create new users in the system. When creating a new user, this permission grants the ability to add general information, which includes first name, last name, username, assigned OUs, and custom relationships. The administrator must have additional permissions to add any additional fields. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Universal Profile - User Record - Edit Users Grants ability to edit user records in the system. The administrator must have additional permissions to edit specific fields on the user record. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Note: This permission DOES NOT grant the ability to view user records in the system. Administrators must have the Universal Profile - User Record - View Users permission in order to view user records. Core Administration
Users - View Grants ability to search for and view summary information about users in the portal via the Admin/Users screen. This permission can be constrained by OU, User's OU, User Self and Subordinates, and Users. If multiple constraints are added, these constraints are considered OR statements. This is an administrator permission. Core Administration

Additional permissions are required to view and edit the various fields on the user record. See User Record Permissions.

The following options may appear in the User Type and Employment Status section:

  • User Type - Select the user's type, such as Employee, Intern, or Contractor.
  • User Subtype - Select the subtype that applies to the user. This option is only available if the User Type is set to Employee, Contractor, Intern, or Temporary and if at least one subtype is defined for the selected type. If this field is available, then it is required.
  • User Status - Select the user's employment life-cycle status, such as Working, On Leave, or Terminated. This option is only available if a value is set for the User Type field. This field is required when a user's User Type Category is Employee, Intern, Contractor, or Temporary.
  • Leave Type - Select the type of leave the user is currently on, such as Medical, Sabbatical, or Parental. This option is only available if the User Type is set to On Leave. This field is required when a user's User Status Category is On Leave.
  • Termination Date - Select the date on which the user's employment was terminated. This option is only available if the User Type is set to Terminated.
  • Termination Type - Select whether the employee chose to leave their position (i.e., voluntary termination) or the organization forced the employee to leave their position (i.e., involuntary termination). This option is only available if the User Type is set to Terminated. The default value for this field is Voluntary, and this field is required when the user's User Status Category is Terminated.
  • Eligible for Rehire - Select whether the employee is eligible to be employed with the organization in the future. This option is only available if the User Type is set to Terminated.
  • Termination Reason - Select the reason why the employee is no longer working for the organization, such as Retired, End of Contract, or Transfer. If the Termination Type is set to Voluntary, then only voluntary termination reasons are available. If the Termination Type is set to Involuntary, then only involuntary termination reasons are available. This option is only available if the User Type is set to Terminated. This field is required when a user's User Status Category is Terminated.
  • Rehired Employee - This field is an employment status that indicates whether or not the user was previously with the company and has been rehired. The field only displays when one of the following user types is selected:
    • Contractor
    • Employee
    • Intern
    • Temporary

    The field is also available for all user subtypes and statuses. The value in the drop-down is "No" by default. To change the value (i.e., when changing the employment status from Terminated to Working for a former employee who has been rehired), select "Yes" from the drop-down.

    When a terminated employee is rehired, their previous organizational units (OU) and employee relationships are removed. This is done so that their new OUs and relationships can be associated with their user record. The new OUs and relationships are updated during the onboarding process.

    Note: When first creating a user record, the Rehired Employee field cannot be configured.

    Seasonal jobs and organizations with high turnover often see an influx of employees that were previously with the company and seek reemployment. In order to identify these users individually and via reporting, employees can be identified as a rehired employee on the user record.

The options for each field are defined in User Preferences. See User Preferences.