How to Setup Self Service Accounts

Modified on Mon, 28 Aug 2023 at 09:28 AM

NOTE: Candidate must be setup as an Employee in Employee Management in order for user to be entered as an Employee Self Service Account.


NOTE: Company must be setup as an Accounting Customer and Contact must be added to Accounting Customer record in order for user to be entered as a Customer Self Service Account.


Employee Self Service Accounts


From Admin > User Management, select Employee Self Service from the drop-down list in the User Type column. Then click New User.


A list of active Employees (who don’t already have an AkkenCloud user account) will appear. Search for an existing Employee and click Create User. If an employee record does not exist, click Create Employee to create a new Employee record.


You can also select more than one Employee Name and click Create Multiple Users.
**Please note that the system will automatically generate Usernames and Passwords for all the selected employees via this method.**

Select the fields you’d like to grant the ESS user access to (for example: Timesheets, Expenses). With Timesheets, you can also choose to include a Disclaimer (which you can customize) when they submit their Timesheets. If you give the ESS User access to HR Data sections such as Personal Information, Tax Deductions, etc., they will be able to submit changes, which will then need to be approved by a Back Office or All-in AkkenCloud User.


Once you make the appropriate selections, click Next. On the following screen, enter in the User Name and Password and click on Create Account. The ESS User will have the ability to change their password when they first login.


Once the account is created, go to Admin > User Management and select User Type > Employee Self Service Users. You can 

update Preferences, Edit User Name, Edit Password, and Deactivate the user by using the icons to the right.


**You will need to send the ESS User their login information. Company ID is the same as the one you use to login.**


Customer Self Service Accounts


From Admin > User Management, select Customer Self Service from the drop-down list in the User Type column. Then click New User.


From the next screen, you can Search for a Contact by Name or Company in the search bar or by letter of the alphabet. Click on the name of the Contact once you’ve located them.

In the next screen, you’ll select the fields that the CSS (Customer Self Service) user will have access to.


For Job Orders, you can grant Read or Create access to the CSS User. If you grant the CSS user access to Read Job Orders, they will be able to view any Job Orders for the CRM Company at which they are a Contact. You can also select the Show for this Contact Only option. This will give the CSS user visibility only to Job Orders for which they have been selected as the Contact.

If you grant the CSS user access to Create Job Orders, you will need to Select Owner from the drop-down. If the CSS user then creates a Job Order, the user you select from the drop-down will be the Owner. The Job Order Owner selected can also receive Email Notification for New Job orders created if this option is checked. In order for the user selected as Owner to receive emails they will need to have an email address populated in their Employee record (in HRM > Employee Management).


For Assignments, you have 3 options as to the access you can grant the CSS User. All option will give the CSS User visibility to all active Assignments for the Customer at which they are a Contact (regardless of whether the CSS User is selected as a Contact or 'Job Reports To' contact on the Assignment). This Contact and Reports Only option will give the CSS User visibility to Assignments for which they have been selected as Contact or 'Job Reports To' contact. This Contact’s Reports Only option will give the CSS User visibility to Assignments for which they have been selected as the 'Job Reports To' contact.


Billing Management will give the CSS User access to view outstanding Invoices.


CSS User view:


Reports will give the CSS User access to view Timesheet and/or Assignment reports, dependent on whether you have given the user access to those sections of the self service portal (via their user Preferences).


CSS User view:


For Timesheets and Expenses, you can grant Read or Approve access to the CSS User. If you grant Approve access, you can also choose to include a Disclaimer (which you can customize) when they approve Timesheets.

 

You have 3 options as to the access you can grant the CSS User. All option will give the CSS User visibility to all active Assignments for the Customer at which they are a Contact (regardless of whether the CSS User is selected as a Contact or ‘Job Reports To’ contact on the Assignment). This Contact and Reports Only option will give the CSS User visibility to Assignments for which they have been selected as Contact or Job Reports To contact. This Contact’s Reports Only option will give the CSS User visibility to Assignments for which they have been selected as the ‘Job Reports To’ contact.


The CSS User can also receive Email Notification for Pending Approvals if this option is checked. This will send to the CSS User only if they are selected as the Contact on the Assignment. In order for the CSS User to receive emails they will need to have an email address populated in their Employee record (in HRM > Employee Management).


Once you make the appropriate selections, click Next. On the following screen, enter in the User Name and Password and click on Create User. The CSS User will have the ability to change their password when they first login.


Once the account is created, go to Admin > User Management and select User Type > Customer Self Service Users. You can update Preferences, Edit User Name, Edit Password, and Deactivate the user by using the icons to the right.


**You will need to send the CSS User their login information. Company ID is the same as the one you use to login.**


Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article