Employee records and user accounts: creating accounts and changing passwords

An employee is a person in your organisation’s HR records. A user account is how you give an employee access to the system (what they use to sign in to InSync 365). The same person can exist as an employee without a user account (for example for records only, or you open an account later). Sign-in uses the employee’s work email address as the username.

1. In the left menu, open the ADM tab (only shown when your company uses more than one module), then select Employees to open the employee list — the screen that shows all employees in a table.
2. For a new employee and optionally an account, choose Add employee. A dialog opens with the form.
   • Optional: you can upload a document (for example an ID card) in the supported format so some fields fill in automatically; check the data before saving.
   • Complete the required fields. If the form requires department, office, employment status, or business unit, those must be filled in before you can save (depending on your company’s configuration).
3. Employee only (no application login): choose Save. The system creates the employee record and usually opens their profile, where you can continue entering details.
4. Employee and user account together: enter the email and role as indicated on the form, then choose Create Account. The employee and the user account are created; a password is generated and the sign-in details are emailed to the address you assigned the employee.
5. Account for an employee who already appears in the list: on that employee’s row, use the action to add an account (when no account exists yet). A dialog opens with account details: enter or confirm the email and roles, then confirm creation. You can keep standard setup (send the password to the employee by email) or turn on manual setup using the wizard: you then choose an auto-generated or custom password and, if needed, send a copy with the password to an administrator’s email instead of or as well as the employee’s inbox.
6. Editing an existing account: on the employee list, choose edit account (or equivalent) for someone who already has a user. In the same dialog you can change roles and other account settings (subject to your permissions).
7. Changing a password: in the account details dialog, find the reset / new password option.
   • Automatic: the system sets a new password and emails it to the employee’s address with brief sign-in guidance.
   • Manual: open the advanced / manual flow; enter or confirm the generated password and optionally turn on sending a copy to an administrator. Then give the employee the new password through a secure channel (for example in person, by phone, or internal chat) if the email did not reach them or they do not use that mailbox.