Create a New Employee

In Altamira Employees, each user who needs access to the platform must have an employee record containing all personal and company data, as well as a position record in the org chart.

To properly activate a new employee in the platform, make sure to follow these steps in order:

1. Create the employee’s personal record
2. Link a position to the employee record
3. Link a user account to the employee record
4. Assign permissions to the user account
5. Send credentials to the employee

1. Create the employee’s personal record

1. Go to Employees > Employee Database from the main menu
2. Click New > Employee at the bottom of the screen
3. Fill in the form with the required information
4. Click Save

Note: If your account is integrated with your payroll provider, you have two options:

• Wait for the employee data to be imported automatically
• Enter the personal record manually, making sure to use a unique identifier (usually the tax code) to match the data

2. Link a position to the employee record

1. Open the employee’s personal record from Employees > Employee Database
2. Click New > Position at the bottom
3. Select Create
4. Choose the manager in the Browse field, then fill in the Location and Role fields by selecting the correct value from the dropdown. See also Assign or change an employee’s manager
5. Click Save

If the org chart already contains vacant positions, you can assign an existing one instead of creating a new one. In this case, choose Assign, select the radio button next to the desired position, click Assign, then Save.

3. Link a user account to the employee record

1. Open the employee’s personal record from Employees > Employee Database
2. At the bottom left, click Actions > Self Service Account > Create new or Link existing. See Connecting an account to the employee form

Note: If your account includes SSO integration and is configured to create new users automatically, you can skip this step. See SSO: Definition and Functionality

4. Assign permissions to the user account

When the user account is created (step 3), the system automatically assigns the Employees permission. If you need to assign additional permissions:

1. Click the Groups tab
2. Select the group by ticking the corresponding checkbox. See Adding a user to a group
3. Click Save
4. You can also set permissions and assign rights to the individual account directly. Note that if a user is part of a group, they automatically inherit all permissions and rights assigned to that group. See Setting up permissions / Assigning rights to a user

Note: If your account includes SSO integration and is configured to sync groups automatically, you can skip this step. See SSO: Definition and Functionality

5. Send credentials to the employee

You can send login credentials either from the user account or from the employee record.

• From the employee record:
  1. Go to Employees > Employee Database
  2. Open the employee's record
  3. Click Actions > Self Service Account > Send credentials
• From the user account:
  1. Go to Settings > Security > Users
  2. Select the employee’s user account
  3. Click Send email. See also Sending credentials to users

Note: If your account includes SSO integration, you do not need to send credentials, as login is handled directly through the identity provider.