How do I create access and send login details to multiple employees?

Create user accounts and application access, then send login details by email to multiple employees.

Prerequisites for creating access in Simployer Classic

• You must have the System Administrator role in Simployer Classic
• The employees must already have profiles in Simployer
• Employees should have a primary email address registered in their profiles. The primary email address is used as the username when they log in

Create user accounts and application access in Simployer Classic

1. Go to Administration in the left menu and select User Management. Then click Create logins.
2. Select the organizational unit or department for which you want to create access from the organization hierarchy. We recommend using the email address as the username. This requires a primary email address to be registered in the employee's profile.
3. Click Next. Select the applications the employees should be able to access, such as Simployer Portal, handbooks, and incident reporting. Click Next when you are finished.
4. Review the list of employees in the selected department. Remove any employees who should not receive access.
5. Click Create login/application access at the bottom of the page. If the selection contains many employees, the process may take some time. Select Wait if a dialog box appears.
6. Review the results to confirm that an account was created for each employee. Employees for whom an account could not be created are highlighted in red and shown with an error message.

Send login details by email from Simployer Classic

1. Go to Administration > User Management > Send Messages in the left menu.

   Note: If Send Messages is unavailable, check that the feature is enabled under System Settings, general settings.

2. Configure the message settings:
   • Template: Select a template and the correct language
   • Recipients: Choose whether to send the message to managers only, the entire department, or individual employees
   • Sender: Select the person who should appear as the sender
   • Select Include sub-departments if everyone in the department, including its sub-departments, should receive the message
3. Click Get recipients. Review the list of employees in the department. To exclude an employee, click the trash icon next to the employee's name.
4. Write the personal message:
   • Complete the subject field. This field is required
   • Enter your text in the Content field. The text is inserted at the top of the predefined template shown on the right
   • Click Preview to see how the email will appear
5. Click Send.

Tips for creating access and sending login details in Simployer Classic

• Make sure the employee's primary email address is registered in the profile before you begin. The primary email address is used as the username
• Send Messages supports one department at a time. Repeat the process if you need to send messages to multiple departments
• If an employee is highlighted in red because an account could not be created, check that the employee has a valid email address registered and does not already have an active account