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Creating and editing users in HR
Who is this article for?
Administrators who want to learn how to create and edit users in HR.
Administrator permissions are required.
Managing user accounts is a crucial task in any organisation's HR system. Properly creating and editing user profiles ensures accurate employee information, streamlines administrative processes, and maintains data integrity.
1. Creating users in HR
Video: Create People
🔄 Ideagen Hub migration — change to user creation
If your organisation has been migrated to Ideagen Hub, new users are now created directly in Hub, not in HR. The HR module continues to be available for editing existing user profiles, but new user creation has moved to Hub.
Once a user is created in Hub, their profile will automatically appear in EHS Core. Roles and permissions are then assigned in Lucidity Access as usual.
For step-by-step instructions on creating users in Ideagen Hub, see Managing users in Ideagen Hub.
A few things to be aware of post-migration:
- Users must have a valid email address in their HR profile to log in to Ideagen Hub. Any users without a valid email will need to be manually recreated after migration.
- Induction users (including subcontractors) must be created directly in the Induction module — they cannot be created in Hub, HR, or Access. Navigate to Induction > Settings > Users and select Add New to get started.
🔗 HR integration customers — separate migration timeline
Organisations that use an automated HR integration for user creation are on a separate migration timeline. A solution for API-based user creation via Hub is currently in development. These customers will be migrated once that solution is ready — no action is required at this stage.
For organisations not yet migrated to Ideagen Hub, or those managing additional personnel categories (such as casuals and subcontractors) outside of an integration, users can be manually added from the People page.
For organisations where an automated integration is in place, employees would not be created manually via the People page and only certain fields can be edited. Edits made in fields that are populated via the integration will be overridden and lost.
Note: Additional categories of personnel, such as casuals and subcontractors, can be created and modified if they are not already incorporated within the integration.
Users can be manually added to Lucidity HR from the People page by:
- Select the appropriate person type (employee, casual, subcontractor).
- Click Add New.
- Complete the fields (see table Definitions of Fields below).
- The details captured for each user may vary slightly between each system configuration. Fields marked with * are mandatory.
- Click Save.
1.1. Definitions of fields
| Field | Description |
|---|---|
| Username | Read-only when editing. Set to FirstnameLastname when created via Lucidity HR. |
| First Name | Open text field. |
| Middle Name | Open text field. |
| Last Name | Pop-up for duplicate last names with details. |
| Date of Birth | May be required for Lucidity Competency. |
| Gender | Drop-down list. |
| Payroll Number | May be required for Lucidity Competency. Pop-up for duplicates when integrated with external HR. |
| Organisation Details | Drop-downs like Division, Business Unit, Location, Department, Project. Used for reports and permission scoping. |
| Employment Type | Drop-down for Casual, Part-time, Full-time. |
| Photo | Upload photo tile. |
| Phone Number | Open text field. |
| Mobile Number | Open text field. |
| Email (Notifications) | For system-generated notifications. |
| If notifications not required. | |
| Residential Address Details | Combination of drop-downs and open text fields. |
| Employment Status | Drop-down for Contractor, Employee. |
| Agreement | Drop-down for EBA Agreement. |
| Rate Amount | Open text field for pay rate. |
| Rate Type | Open text field for pay rate type. |
| Rate Due Date | Date field. |
| Direct Supervisor | Must have existing account. |
| Direct Manager | Must have existing account. |
| Manager | Must have existing account. |
| Category | Drop-down for HR, Manager, Admin. |
| Job Title | Drop-down list. |
| Bonus Type | Drop-down list. |
| Bonus Due Date | Date field. |
| Allowance | Drop-down list. |
| Allowance Amount | Open text field. |
| Allowance Expiry Date | Date field. |
| Terminated Employee | Radio button. |
| Do Not Rehire | Radio button. |
| Next of Kin Details | Combination of drop-downs and open text fields. |
| Company Name | Open text field. |
| Company | Drop-down list. |
| Indigenous | Radio button. |
| Camp | Open text field. |
| Site Address | Open text field. |
| Room Number | Open text field. |
| Crew | Open text field. |
| Agreement Text | Open text field. |
| Point of Hire | Open text field. |
| Start Date | Date field. |
| End Date | Date field. |
| Working Visa | Radio button. |
| Notes | Open text field. |
Note: Once a user has a Lucidity HR account created, it will automatically appear in other integrated Lucidity Software modules. To grant access to these other modules, permissions need to be set in Lucidity Access.
2. Editing users in HR
Video: Edit People
🔄 Ideagen Hub migration — read-only fields in HR
For organisations that have migrated to Ideagen Hub, some user fields — including username and email address — are now managed in Hub and will appear as read-only in HR. To update these fields, navigate to the user's profile in Ideagen Hub. All other HR profile fields continue to be editable here as usual.
To edit users in Lucidity HR:
- Click Show Filters.
- Use Filters as required to locate the relevant user.
- Click Edit to the far right.
- Adjust fields as required.
- Click Save to keep the changes.
2.1. Editing users in bulk
Users can be edited in bulk using the bulk changes feature.