Who this guide is for: System administrators – Requires ‘Users’ permission
Overview:
This best practice guide walks you through key considerations before adding new users, helping you streamline licence management, entitlement setup, and workflow configuration to minimise manual adjustments later.
1. Verify User Licences
- Go to Admin tools > Admin panel > Global and locate User Breakdown.
- Click Order User Licenses and specify the number of additional licences and an Order Reference.
- Tip: Contact customersuccess@e-days.com or your Customer Success Manager for pricing.
2. Plan Base Entitlements
- If you have a standard starting balance (e.g. 20 days/year), configure Global or regional base entitlement rules under Global > Entitlement Setup or Template > Entitlements > Edit for the entitlement pot
- Rules include:
- Base amount (e.g. 20 days)
- Pro‐rata by FTE, start date, days/months/weeks
- Rounding policies
3. Confirm Accrual Rules
- Ensure your Accrual Rules (e.g. “2 days Volunteer Leave at year rollover”) are active under Global > Entitlement Setup > Accrual Rules or on a template level.
- To award current‐year balances after adding a user, if none have been allocated, go to Admin tools > Users > Entitlements tab and click Allocate Balance.
4. Collect Personal Information
- Gather required fields—Job Title, Employment Start Date, Next of Kin, etc.—which may feed into reports and entitlement calculations.
5. Define Authorisation Workflow
- Decide default approval: single, dual, or none
- For specific absence types (e.g. Training → HR Manager), configure record-specific workflows
6. Assign Groups
- Under System > Group Types, ensure all relevant group hierarchies (Region, Department, Team) exist.
- Assign the new user’s group memberships to enforce group-level limits and filters.
7. Set Rota Pattern
- Create or verify the user’s rota under the Calendar tab on the new user's profile. If needed, create a new rota pattern
- Apply the correct day- or hours-based rota so absence requests calculate accurately.
8. Enable Absence & Overtime/TOIL Types
- In the user’s Absence Types tab, enable or disable specific types as needed.
- Under Entitlements > Overtime/TOIL, ensure the correct types are available.
9. Adjust Individual Entitlements
- Use the Entitlements tab on the user record to tweak starting balances (rounding or bonus days).
- Tip: Override global/template pots only for exceptions.
10. Configure User Views
- Set the user’s Calendar, Reporting, Staff Records, and Admin User Views under the System tab to control their visibility scope.
- Use Custom Views if needed.
11. Update FTE (if needed)
- When hours change, run the FTE Calculator under Additional Features to pro-rate current and next year’s entitlement.
- Remember to adjust the rota pattern in tandem.
Additional Resources: