Mass email transmission to users for self-registration to self-service

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Mass email transmission to users for self-registration to self-service

Access: User management > Mass creation of users > Create self-service users

Important : To create a user profile for your employee to access Self-service, the SIN must be different than “0” or “000000000”.

 

1Under Creation type, check the Mass email transmission for self-service registration box. For more information, click here

▪Employees who already have a user code will be excluded for the process.

▪Employees with an Inactive and terminated from the current pay or Terminated in the current year status
will not be able to be selected in the mass transmission of self-service self-registration emails.

2Select Filters to narrow down the list of employees.  

If your business has more than one company and you wish to mass create self-service users
for the entire business, leave the Company number field empty.

3Under Criteria, if applicable, enter the hire or rehire date(s).  

4Under Sort, specify the Employees sort order.

5Click on Next.

If you manage the user within your business, click hmtoggle_plus1 here. If this condition does not apply, go directly to step 6.

a)Under Function access definition, select “By role” in Function assignment.

b)Select the desired role.

c)Click on Save and go to step 8.

For more information on user roles, see Role management.

6Under Function access definition, select “By selection” in Function assignment.

7Under Function access list, select “Complete access” for Self-service.

▪“Complete access” to grant access to all functions.

▪“Select by function” to limit access to certain functions.

✓Users of the Human Resources or the Time Management solutions grant access to functions related to the
solutions used (Time sheet, Work hours and attendance rules, Personal information, Attendance calendar, etc.).

Important

▪Complete access to the Pay stubs and Tax slips functions is granted by default and cannot be modified.  

▪Complete access to the Personal information and Emergency contacts functions is granted by default but can be modified.

▪If “Select by function” is chosen, for each function you must then select:

o“Complete” to grant full access (data that can be edited can be modified by the user);

o“Read-only” to grant read-only access (data that can be edited cannot be modified by the user);

o“None” to deny access to this function.

8Click on:

▪Batch simulation, to produce an Excel file (see the file content below) and verify the simulation result before executing the mass creation.
To view this procedure, click hmtoggle_plus1here.

a)Click on Batch simulation to produce a report. You will be redirected to the Mass creation results screen.

b)Under the List of batch jobs, click on the Simulation type under Self-service users.

c)If the results are satisfactory, click on Fleche bleue_blanc under the Criteria.

d)In the Criteria for the creation of self-service users for the YYYY/MM/DD window, click on Recover these criteria for a new mass creation.

e)Click on Next, then on Batch save.

▪Batch save, to transmit immediately, to the employees concerned, an email for the self-registration to self-service. An Excel file will be generated afterwards.
To view this procedure, click hmtoggle_plus1here.

a)Click on Batch save.

b)In the Self-service users creation confirmation window, click on OK. You will be directed to Mass creation results.

c)Under the Results column, click on the Execution type under Self-service users.

d)Consult the Excel file to verify the number of users who will receive the self-service self-registration email as well as the rejected users.

▪Click here for more information regarding the Excel file

The Excel file contains the (3) following tabs:

✓Criteria: displays the selected criteria

✓Completed: includes the employees who will receive an email to self-register to self-service.

✓Rejected: displays the list of rejected employees due to missing prerequisite(s), such as a SIN different than “0”
or “000000000”, a single valid email address (professional or other) and a valid cell phone number.

 

 

NET red-pointer

 

✓You can view and provide the How to access to Nethris Internet Suite guide to your employee
(Docum > Documentation) which contains more information such as sample emails sent to your employees.      

✓The invitation email is only valid for five (5) days.  

✓For a summary of the steps your employees should follow, click hmtoggle_plus1 here.

a)Your employees will receive an “Invitation from {your company’s name} – Register to the self-service solution, email, from which they can access the application.  

b)They will enter their unique Registration identifier and follow the steps displayed on-screen, as follows.  

c)They will enter their Cell phone number (the one included in their file).

d)They will enter the Validation code sent to their cell phone. The code is valid for five (5) minutes. If the text message (SMS) application is non-functional, an alternative solution automatically applies and modifies this step; the employee will then enter is Hire date or Rehire date instead of the Validation code.

e)They will define their User Code and Password. Once these steps have been successfully completed, the employee will receive an email confirming their registration.

f)They will be able to click on the Access my account button to perform their first authentication.

 

Things to remember

▪Once the invitation email is sent to an employee, the Resend the self-registration email for Self-service link will display (Employee file > Profile > Personal information). It allows you to resend the invitation email to your employee in the event it was lost or deleted. Note that previously defined access rights will not change.

▪To track your employees’ self-registration, you can produce the Self-service self-registration report, which includes data on each step of the process (see Example of the Self-service self-registration system report).

 

 

For more information

Example of the Self-service self-registration system report

Producing the Self-service self-registration report

Sending an email for self-registration to self-service

Users Management - Additional information