Access: User management > Add user
Important To create a user profile for your employee to access Self-service, the SIN must be different than “0” or “000000000”. For clients who process their payroll with the payroll application note that it is possible to create a user code with a SIN set to zero for self-employed individuals who do not have a SIN, or foreign workers who do not yet have their temporary SIN. |
1Under Identification, select the Type of use “User – access to functions”.
2Check Access to self-service. The Associated employees for self-service access section appears. Click on Add.
If you are creating a user using the Hire an employee function, go to step 4 and click 
here for details.
▪The Access to self-service box is already checked. ▪The Last name, First name, Sex at birth and Cell phone (if applicable) fields are auto populated. oYou can modify the cell phone number if needed. The update is automatic in the Personal information screen. ▪The Associated employees for self-service access section is auto populated. If your business has multiple companies, all employees with the same Social Insurance Number and date of birth will be displayed. |
3The Choose an employee window opens. Select an employee.
▪To allow the user access to their pay stubs, you must associate the user with an existing employee file.
▪ An employee file cannot be associated with two separate user codes. If an employee is already associated with a user code, the existing association must be deleted before a new code can be associated with this employee.
▪If you selected an employee by mistake, click on 
to delete the employee, and then select a new employee.
4Enter the desired User code.
▪The user code must contain between 6 and 10 alphanumeric characters.
5If the user is authorized to contact our payroll services, select “Yes” for Contact person.
▪If you only have one company, the Contact information heading will show. Check the box linked to the involvement type and enter the number that corresponds to the call priority in the field provided.
▪If your business covers more than one company, you will have to complete this step later.
6Under Telephones, enter at least a cell phone number or the main telephone number if the user is a contact person.
▪If the main phone number field is blank, the cell phone number will be automatically copied in the field.
7Under the Communication settings, select the communication language.
8Click on Next.
If you manage the user within your business, click here. If this condition does not apply, go directly to step 9.
a)Select “By role” in Function assignment. b)Select the desired role. c)Click on Next and continue to step 11. For more information on user roles, see Role management. |
9 Under Functions access list, select:
▪“No access”, to deny access to all functions.
▪“Complete access” to grant access to all functions.
▪“Select by function” to limit access to certain functions.
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 the “Select by function” is chosen, for each function you must then select: “Complete” to grant full access (data that can be edited can be modified by the user); “Read-only” to grant read-only access (data that can be edited cannot be modified by the user); “None” to deny access to this function. ▪Note that some access rights to functions must be assigned conditionally to others so that the user can access the function. We recommend granting access to functions by module. For example, “Complete access” for the Pay module. |
Things to remember Functions to be selected under the Confidential data section to authorize a user to view the following information: ▪Display salary: allows you to control the salary information display. oIf Complete access is checked: a user can view all the salary information. oIf access is checked at None: a user cannot access certain functions and functions they can access do not display the hourly rate or annual salary, nor or any other information which identifies an employee’s salary. See the example below and the List of limited and non-available functions – if None access is selected for Display salary. For example: If a user has access to the Banks function and Complete access is checked for Display salary, there is a hyperlink on amount type banks and values are present in the Amount column. If a user has access to the Banks function and Display salary access is checked at None, there is no hyperlink on amount type banks, and there are no values in the Amount column. ▪Attached documents: allows you to display the Attached documents section in the Employment and compensation and Employee profile summary functions and those offered in the Human resources solution (Absences, Work injuries, Disciplinary actions). ▪Confidential documents: allows a user to view documents categorized as “Confidential”, in the Attached documents section. ▪Personal information: allows you to control the display of the Social Insurance Number, Date of birth, Age, Health Insurance Number, License number – classification and User code fields. oIf Complete access is checked: The user can view all fields. oIf access is checked at None: The user cannot access certain functions, and the functions they can access do not display the fields nor indicate the values. See the example below and the List of limited and non-available functions – if None access is selected for Personal information. For example: If a user has access to the Generate a record of employment function but Personal information access is checked at None, the employee’s social insurance number will not be displayed. |
10Click on Next.
11Select the companies and structures to which you wish to grant access by checking the corresponding boxes.
Tips and tricks To grant access to all companies or the entire structure, check the Access to all companies box and/or the Access to the entire structure box. |
12Click on Next.
▪If you only have one company and the user does not have access to reports: carefully read the information on the screen, then click on Print letter to produce a letter containing the password and the user code that you will provide to the new user. Click on Finish to complete the creation.
▪If this condition does not apply: click on Next and continue to step 14.
13If your business covers more than one company and you created a user who is authorized to communicate with us, click here. Otherwise, continue the procedure.
a)Click on Add a company. b)Select the company. c)Check the desired Role. d)Enter a number to determine the call priority. e)Click on Next and continue the procedure.
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14Check the desired reports.
Tips and tricks To grant access to all reports, click on Select all reports. |
15Click on Next.
16Carefully read the information on the screen, then click on Print letter to produce a letter containing the password and the user code that you will provide to the new user.
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The temporary password is valid for 30 days. |
17Click on Finish to complete the creation.
▪If you are using the Employee exclusion option, see the Excluding employee procedure to restrict this user's access to certain employees.
▪If you omitted to print the letter, select the new user from the User list (User management > User list) and reset the password using the Password function (User management > User profile). The Print letter button will be displayed, allowing you to access the information to transmit to your employee.
For more information