How to link Employees and Users

To link an employee and a user, either click Create employee on the user, or fill in the Related User field on the employee. Depending on roles and responsibilities, not every member of a company needs access to the software (for example security guards or office staff), so Viindoo manages two independent records:

• Employees: the employee profiles of the company. An employee has no access to the software.

• Users: the accounts that can log in and view, create, edit or delete data within the access rights they have been granted.

When an employee must work in the software (create sales orders, purchase orders, invoices, production plans, and so on), the administrator creates a user and links the employee and the user. One user can be linked to only one employee per company.

Who does this	Application
A user with the Officer: Manage all employees access level or higher; creating a user also needs access to Settings	Settings and Employees

Requirements

This tutorial requires the installation of the following applications/modules:

Employee

Create Employee from existing User

How do I create an employee for a user who already exists?

Use this when a user already has a user account but no employee profile yet.

1. Open Settings.

2. In the Users block, click Manage Users.

3. Click the user who needs an employee profile.

4. Click Create employee at the top of the user form. The button only appears for a user who has no employee yet.

5. The system creates the employee, named after the user. Click the Employee smart button on the user to open it.

6. Open the Settings tab of the employee: the user is in the Related User field.

Link User to existing Employee

How do I give an existing employee a user account?

1. Open the Employees application and click the employee.

2. On the Settings tab, enter the name of an existing user in the Related User field and select it. If the user does not exist yet, type the name and click Create and edit…. Clicking the Create User button next to the field does the same with the name and work email of the employee already filled in.

3. In the Create Related User window, check the Name, enter the Email Address, and click Save & Close. The system invites the new user by email.

4. Save the employee. The user is created and linked to the employee.

Important fields

Field	Effect	If left empty or wrong
Related User (employee, Settings tab)	Links the employee to the user. The work contact and the photo of the employee are taken from the user.	The employee has no user and cannot log in.
Create employee (user form)	Creates an employee named after the user.	Not shown once the user has an employee.

Common problems

Problem	Cause	What to do
A user is refused in Related User.	The user is already linked to another employee of the same company.	Choose another user, or clear the link on the other employee first.
The user is not offered in Related User.	Only internal users with access to the employee’s company are listed.	Check the user type and the allowed companies of the user.
Create employee is missing.	The user already has an employee, or the user cannot open Employees as an Officer.	Use the Employee smart button on the user, or ask for the Officer level.

See also

Related article

• How to set up employee document types

• How to set up and launch activity plans

Optional module

• Employee Information Changes Tracking

• Employees Map

• Employee Birthday Filters