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Managing users
Who is this article for?Administrators who want to learn how to create and manage other users.
Administrator permissions are required.
Creating users can be tailored to meet various organisational needs through multiple methods. Whether using HR integration, manual creation, or self-registration, each approach offers unique benefits and administrative requirements to ensure users are appropriately set up and granted access.
1. Methods for Creating and managing users
There are several methods to create users in the Lucidity System. Each organisation should develop internal processes to determine the best option to suit their business needs. When creating users, consider the following:
- Which HR fields need to be populated?
- Which access profiles need to be assigned?
- Will scoping need to be applied?
- What is the preferred user login method?
- Will users have a notification email in the system to utilise the forgotten password link?
1.1. HR integration
Users can be created and managed automatically via an overnight feed from the external HR or payroll system. This method has the following features:
- Users are automatically created, updated, and terminated.
- Administrators rarely need to edit user HR accounts.
- User first name, last name, and organisational details are automatically copied into Lucidity Access.
- Username is automatically set as 'FirstnameLastname'.
- Password can be automatically created.
Additional administrative tasks include:
- Assigning access profiles and scoping above the standard general user in Lucidity Access.
User login method:
- Username: 'FirstnameLastname'.
- Password: Users can use the 'forgotten password' link to generate a password or have it provided by an admin. Alternatively, users can log in via Lucidity Competency using their date of birth (DOB) and payroll number.
1.2. Manual creation via Lucidity HR
Administrators create user accounts and add all relevant HR details via Lucidity HR. This method includes:
- Username is automatically set as 'FirstnameLastname'.
- User first name, last name, and organisational details are automatically copied into Lucidity Access.
Additional administrative tasks include:
- Assigning access profiles and scoping above the standard general user in Lucidity Access.
- Creating passwords for users without a notification email.
User login method:
- Username: 'FirstnameLastname'.
- Password: Users can use the 'forgotten password' link to generate a password or have it provided by an admin. Alternatively, users can log in via Lucidity Competency using their DOB and payroll number.
1.3. Manual creation via Lucidity Access
Administrators create user accounts and add all relevant organisational details, scoping, and permissions via Lucidity Access. This method includes:
- Ease of assigning profiles and additional access roles above the standard.
- Ease of creating username and password.
Additional administrative tasks include:
- Adding additional HR details via Lucidity HR, including DOB and payroll number if user login method is via Lucidity Competency.
User login method:
- Username: 'FirstnameLastname'.
- Password: Users can use the 'forgotten password' link to generate a password or have it provided by an admin. Alternatively, users can log in via Lucidity Competency using their DOB and payroll number.
1.4. Self-registration via Lucidity Induction
Users can create their own accounts via Lucidity Induction. This method includes:
- No admin intervention required.
- If the account is converted, all user details are copied into Lucidity HR, and completed records are copied into Lucidity Competency.
Additional administrative tasks include:
- Converting user accounts if access to additional modules is required.
- Assigning additional profiles and scoping.
User login method:
- Users generate their own username and password.