Viewing and updating the contact list

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Viewing and updating the contact list

Access: User management > Tools > Access contact

✓ This screen displays the list of people authorized to communicate with our payroll service as well as their access rights. The types of users who may be included in this list are:

▪Application manager (right granted by default)

▪Contact only (right granted by default)

▪User - access to functions (you must grant them the right)

✓Managing contacts within your company is important in order to exercise better control over access to employees’ personal and compensation data. Examples of situations where adjustments are required: a permanent termination of employment, temporary leave (parental leave, sick leave, etc.), a change of position (promotion or demotion) requiring a modification to data access, and a new accounting or financial firm.

        Useful information regarding table fields

Field

Description

Company

Number of the company to which the user has access.

Call priority

Call priority set for this user. Our customer service respects call priorities when communicating with your company.
For businesses with more than one company, the hyperlink provides direct access to the Call priority for customer support function.

Telephones/Email

Phone numbers and email address(es) where the user can be reached.  

Identification

Personal information about the user. A hyperlink provides direct access to the User profile. From there, you can edit the Status and remove the Contact role.

User

Information about the user type, status, and date of last sign-on.

✓If it has been a while since the user last signed on, it might be preferable to remove their Contact role.          

Access struc.

Access to the administrative structure granted to the user. Click on the hyperlink to access the Access to companies screen to view or modify the user’s access.  

✓Complete : the user has access to the entire administrative structure (department, services, etc.). However, it is possible that they do not have access to all companies;  

✓Partial : the user has limited access to certain components of the administrative structure.  

Stakeholder type

Details on the user’s role.    

 

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Apply filters to search for a specific company, call priority or person.  

What do you want to do?

hmtoggle_arrow1Adding a new Contact only (new user)

Access: User management > Add user

1Under Identification, select the Type of use “Contact only”.

2Enter the desired User code.

▪The user code must contain between 6 and 10 alphanumeric characters.

Warning If you are creating a user using the Hire function, go to step 5 and click hmtoggle_plus1 here for details.

▪Uncheck the Access to self-service box.

▪The Last name, First name and Sex at birth fields are auto populated.

3Enter the Last name and the First name.

4Select the Sex at birth.

5If 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 or main telephone number.

▪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 have multiple companies with us, click hmtoggle_plus1 here. Otherwise, continue to step 9.

a)Click on Add a company.

b)Select a company.

c)Check the desired Role.

d)Enter a number to determine the call priority.

e)Click on Next and continue to step 9.

Tips and tricks

Delete access to a company by clicking on x bleu.

9Carefully 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.    

10Click on Finish to complete the creation.

▪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.
hmtoggle_arrow1Deactivating or reactivating a contact's status

1Access the user’s profile by clicking on their code, displayed as a hyperlink in the Identification column.  

2Once in the user’s profile, set their Status to “Active” to reactivate the user or “Inactive” to deactivate them.  

3Click Save to complete the procedure.
hmtoggle_arrow1Modifying the stakeholder type and call priorities (if you have only one company)

1Access the user’s profile by clicking on their code, displayed as a hyperlink in the Identification column.  

2Make the desired changes under the Contact information section.

3Click Save to complete the procedure.  
hmtoggle_arrow1Modifying the stakeholder type and call priorities (if you have more than one company)

1Access the user’s profile by clicking on their code, displayed as a hyperlink in the Identification column.  

2In the left-hand sidebar, click Call priority for customer.

3Make the desired changes, then click Save to complete the procedure.
hmtoggle_arrow1Withdrawing communication rights from a User - access to functions

1Access the user’s profile by clicking on their code, displayed as a hyperlink in the Identification column.  

2Select “No” in the Contact field. It’s the last field in the Identification section.

3Click Save to complete the procedure.  
hmtoggle_arrow1Permanently deleting a user (Contact only or User - access to functions)  

1Access the user’s profile by clicking on their code, displayed as a hyperlink in the Identification column.  

2Click on Delete.

3Click OK to confirm the deletion.  

The following procedures apply only to User - access to functions.

hmtoggle_arrow1Authorizing an existing user to contact our Customer Service

Access: User management > User profile > User profile

1Open the user profile.

2Select “Yes” in the Contact person field (last field in the Identification section).

3Under Telephones, enter at least a cell phone number or the main telephone number.  

▪If the main phone number field is blank, the cell phone number will be automatically copied in the field.

4Click on Save

a)The Contact information heading is displayed. Check the box associated with the role.

b)Enter the number that corresponding to the call priority.  

a)You will be redirected to the Call priority for customer support screen. Click on Add a company.

b)Select the company.

c)Check the desired Role.

d)Enter a number to determine the call priority.

5Click Save again to complete the procedure.

hmtoggle_arrow1Modifying access to companies

1Access the user's profile by clicking on their code, displayed as a hyperlink in the Identification column, then click on Access to companies displayed in the left menu.    

2Select 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 or the Access to the entire structure box.

3Click on Save.

hmtoggle_arrow1Modifying access to functions

1Access the user's profile by clicking on their code, displayed as a hyperlink in the Identification column, then click on Access to companies displayed in the left menu.          

2If you manage roles under Function access definition, click hmtoggle_plus1 here. Otherwise, go to step 3.

a)Select « By role » in Function assignment.

b)Select the desired role.

c)Click on Save.

For more information on user roles, see Role management.

3Under Function access definition, select « By selection » in Function assignment.

4Under 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

▪If the “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.

▪If you change the Self-service’s “Complete access” attribute to “Select by function” :

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

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

▪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 and HR section.

 

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.

5Click on Save.
hmtoggle_arrow1Modifying access to reports

1Access the user's profile by clicking on their code, displayed as a hyperlink in the Identification column, then click on Access to companies displayed in the left menu.        

2Check the desired reports.

Tips and tricks

To grant access to all reports, click on Select all reports.

3 Click on Save to complete the procedure.

 

For more information

Users Management - Additional information