Overview

Creating a new employee user allows a staff member to access your Efimis environment.

The process consists of:

• creating an Employee record
• verifying the Employee
• assigning a security role
• inviting the Employee to the tenant
• completing the user's first-time account registration

Always create a new Employee for each staff member. Never reuse an existing user account, as this can affect audit history, security and reporting.

Before You Begin

The email address entered on the Employee profile must be the same email address the user will use when creating their Efimis account. This can be a work email or a personal email, provided it matches the email recorded on the Employee profile. 

Before creating a new Employee, ensure you have:

• the employee's full name
• a valid email address
• the appropriate Job Title
• the appropriate Billing Grade
• the correct security Role
• the correct Team

The email address entered must be valid, as it is used during first-time account registration and invitation matching. 

Creating the Employee

Navigate to:

Directory → Add → Employee

Complete the required Employee details.

Mandatory fields include:

• Contact Name
• Email Address
• Job Title
• Billing Grade
• Team

Additional contact details can also be entered where required. Once all mandatory fields have been completed, click Save.

The Save button becomes available once all mandatory information has been entered. 

Verifying the Employee

After saving the Employee record:

1. Open the Employee from the Directory.
2. Select Verify Entity.

Verifying the Employee confirms the Entity and prepares it for user access.

Assigning a Security Role and Inviting the Employee

Inviting an Employee associates them with your Efimis environment.

Selecting Invite Employee does not send an invitation email. It creates a pending invitation for that Employee using the email address recorded on their Employee profile.

1. Open the Employee record.
2. Select Invite Employee.
3. Select the appropriate security Role for the Employee.
4. Complete the invite.

The assigned Role determines the Employee’s permissions throughout Efimis.

Only System Roles can be assigned when inviting an Employee. Refer to the Roles & Permissions article for information about the permissions included in each role.

Completing First-Time Registration

The Employee must now create their Efimis account.

1. Browse to the Efimis sign-in page.
2. Select Don't have an account? Sign up now.
3. Enter the same email address recorded on the Employee profile. If the Employee profile uses a personal email address, the user must register with that personal email address. 
4. Select Send verification code.
5. Enter the verification code received by email.
6. Complete the remaining registration details.
7. Select Create.

Accessing the Efimis Environment

After registration:

1. Sign in using the newly created account.
2. Open the Invitations tab.
3. Select the appropriate Efimis environment.  
4. Follow any prompt to continue or sign in again.

The user will then be signed into the selected Efimis environment.

Best Practices

• Always create a new Employee record for each staff member.
• Never reuse an existing Employee account.
• Ensure the employee's email address is correct before saving.
• Assign the appropriate security Role before inviting the Employee.
• Verify the Employee before attempting to invite them.
• Refer to the Roles & Permissions article when determining which Role to assign.
• Keep Employee information, including Job Title and Billing Grade, up to date.