♦️Employee Access Workflow

Employee Access Workflow

The "Employee Access" module in Pocket HRMS transforms the HRMS from just a data storage system into an active platform that manages IT resource access and provisioning for employees.

Employee Access Module in Pocket HRMS helps your organization:

Automatically provide IT assets to employees (Laptop, Email ID, VPN etc.)
Modify access when employees are promoted or transferred
Revoke access when employees resign or exit

Instead of manually informing IT team through emails or calls, the system will:

Raise request
Get approvals
Notify IT team
Maintain records of issued assets

All within Pocket HRMS itself.

Configuration of Employee Access in Cloud Portal

Path: Cloud > ESS Settings > Profile Info > Employee Access control > Fill in details such as Enabled/disable Employee Access Form, Create or Edit Access form by clicking on Form Master > Click on Add to Add Access Form Scenarios/Triggers > Save

Step 1: Log in to the Cloud portal, navigate to the ‘ESS Settings’ module from the main menu and Select the ‘Profile Info’ tab.

Step 2: Then click on ‘Employee Access Control’.

Step 3: Toggle the settings to Enable or Disable the Employee Access Form as needed.

Step 4: Click on ‘Form Master’ to create a new access form or edit an existing one.

Step 5: Click the ‘Add’ button to set up specific Access Form Scenarios/Triggers (e.g., triggering an approval workflow when an employee updates their address).

Step 6: Click ‘Save’ to apply your new configurations.

Link:https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Profile&submodule=EmployeeAccessControl

Manager’s Role Allocation for Employee Access

Manager’s Role: Cloud Portal

Path: Cloud login > ESS Settings > Profile info > Role Allocation > Module (Profile), Role (Manager) > Search > Enable Employee access by ticking on the same > Save.

Step 1: Log in to the Cloud portal.

Step 2: Navigate to the ‘ESS Settings’ module from the main menu. Select the ‘Profile Info’ tab, then click on ‘Role Allocation’.

Step 3: From the dropdown, select ‘Profile’ from the Module dropdown and ‘Manager’ from the Role dropdown. Click ‘Search’ to pull up the specific permission settings for that role and module.

Step 4: Locate the ‘Employee access’ setting in the generated list and enable it by ticking the corresponding checkbox.

Step 5: Click ‘Save’ to apply the new permissions to all users with the Manager role.

Link:https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Profile&submodule=RoleAllocation

Manager’s Role: ESS Portal

Path: ESS > Profile > Employee Access > Manager

Step 1: Log in to the ESS portal using your manager credentials.

Step 2: Navigate to the ‘Profile’ module from the main menu. Select the ‘Employee Access’ section.

Step 3: Click on the ‘Manager’ tab or view. This will display the list of employees reporting to you and the specific profile information you are authorized to access or edit.

Link: https://ess.pockethrms.com/Employee/Profile/EmployeeAccess?Menu=Request

IT Personnel Role Allocation for Employee Access

IT Role: Cloud Portal

Path: Path: Cloud login > ESS Settings > Profile info > Role Allocation > Module (Profile), Role (IT) > Search > Enable Employee access by ticking on the same > Save.

Step 1: Log in to the Cloud portal.

Step 2: Navigate to the ‘ESS Settings’ module from the main menu. Select the ‘Profile Info’ tab, then click on ‘Role Allocation’.

Step 3: From the dropdown, select ‘Profile’ from the Module dropdown and ‘IT’ from the Role dropdown. Click ‘Search’ to pull up the specific permission settings for that role and module.