Creating a New User

Create a new user directly from the Users form. This procedure describes the steps common to all PrismHR user types.

To create a new user, do the following:

1. Enter a unique User ID and press Tab. User IDs may not contain special characters such as slashes, brackets, apostrophes, or other symbols.

Note: If there is an existing user with this ID, the user account information displays. Click Cancel and enter a different User ID. Select the User ID link to view existing IDs exist to help avoid creating a duplicate ID. In the Search users list that displays, select the User Type and the Status. The field defaults, All User Types and All, allow you to search Active and Disabled user records for all user types.

2. Select the User Type. The Users form displays the fields and panels appropriate to that type of user. (Note: After selecting the Service Provider, Worksite Manager, or Worksite Trusted Advisor option from the User Type field, the sMFA Device Expiration setting automatically defaults to 30 Days.)

Note the following:

• Service providers can create worksite managers even if the employee is not associated with the active client.
• The system displays a warning when you create a new worksite manager or worksite trusted advisor with No Access set for their Data Security access if the client is set to No Access for its Default Access and Default Access when Blank settings on the Client Security form. Click Yes to confirm the user will not have access to any employees for this client. (Select the user's security settings by selecting Data Security on the Actions menu.)
3. Enter the user's full Name.
4. Enter the user's initial Password. This can be changed later.
5. Enter the user's primary Email Address. The system uses this for communications such as password resets.

Note the following:

• You cannot enter an invalid character in this field. For example, if you enter a left bracket ([) in the user name segment in this field and then move away from the field an error message displays, "Email address cannot contain illegal character: [." (Note: The system does not remove the invalid character, so you need to make the correction.)
• If you try to save an email address that contains an invalid character, the system disables the save function and an error message displays.
6. (Optional) Enter the user's Mobile Phone number.
7. Enter the user's Notification Email.