Creating Employee Profiles and User Accounts

The Create New Employee page allows you create a system profile and a user account for a new employee. Once you create the profile and user account for the employee, the employee can activate their new user account based on the information you provide via the Create New Employee page.

Create Employee Fields

 

Field	Definition
First Name*, Middle Name, Last Name*	Text fields used to type the first, middle, and last name for the employee. The First Name, Middle Name, and Last Name fields are limited to 50 alphanumeric characters.
Gender	Drop-down field used to select the gender for the employee.
Type*	Radio buttons used to select the type of security code you want to use to uniquely identify the employee during account activation. Options are: SSN/DOB - Indicates that you want to identify the employee based on their social security number and date of birth. If you select this option, the SSN and Birthday fields display as required on the Create New Employee page, and the employee must select their date of birth and provide the last four digits of their social security number when activating their user account. The SSN/DOB radio button only displays if the EnableOtherIdAdminAccountActivation Metadata setting is set to FALSE. Other ID - Indicates that you want to identify the employee using a number or string of characters other than the social security number or date of birth. If you select this option, the Other ID field displays as required on the Create New Employee page as you create the employee profile and on the Activate A New Employee page when the employee activates their user account. The Other ID radio button only displays if the EnableOtherIdAdminAccountActivation Metadata setting is set to TRUE. Both - Indicates that you want to identify the employee based on their social security number, alternate ID, and date of birth. If you select this option and the EnableOtherIdAdminAccountActivation Metadata setting is set to FALSE, the SSN, Birthday, and Other ID fields display as required fields. If you select this option and the EnableOtherIdAdminAccountActivation Metadata setting is set to TRUE, only the SSN and Other ID fields display as required fields and the Birthday field displays as an optional field. Contact your system administrator for assistance with activating the EnableOtherIdAdminAccountActivation Metadata setting.
SSN*	Text field used to type the social security number for the employee.
Birthday*	Text field used to type the date of birth, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date you want. The Birthday field displays as an optional field if the EnableOtherIdAdminAccountActivation Metadata setting is set to TRUE and you select the Both radio button from the Type field. Contact your system administrator for assistance with activating the EnableOtherIdAdminAccountActivation Metadata setting.
Other ID*	Text field used to type the alternative identification code for the employee. The value you type for this field must be between 1 and 25 alphanumeric characters in length and cannot include special characters or spaces.
Employee Type*	Drop-down field used to select the employee type.
Position*	Drop-down field used to select the position for the employee.
Department*	Drop-down field used to select the department for the employee.
Location*	Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employee from the drop-down field.
Get	Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria.
Date of Hire*	Text field used to type the date, in MM/DD/YYYY format, that the employee was hired. You can also click the Calendar icon to select the date you want.
Start Date*	Text field used to type the date, in MM/DD/YYYY format, that the employee officially started employment. You can also click the Calendar icon to select the date you want.   If your business or organization utilizes the Form I-9 and EEV ordering functionality, the Start Date is the date that the employee starts work for pay, and is used to determine whether the EEV order is overdue. Refer to the Ordering an Employment Eligibility Verification for an Employee topic for more information on this functionality.
Manager*	Drop-down and text field used to select the manager search option and then type the name or other criteria for the manager to associate with the employee. The Manager drop-down field displays your name by default. However, if you are not the designated manager for the employee, you can click Reset and then use the drop-down and text field to locate and select a different manager for the employee as necessary. The Manager text field refreshes to display as a drop-down field with values that match the criteria you typed when you click Get, and you can select the manager for the employee from the drop-down field.
Get	Button used to submit your criteria and refresh the Manager text field to display as a drop-down field with values that match your criteria.
Status*	Drop-down field used to select an employee status for the employee. Options are: Active - Indicates that the employee is actively employed and an active Pangea system user. New Hire - Indicates that the employee is newly hired and actively employed but has not yet activated the user account associated with their employee record. Inactive - Indicates that the employee is not actively employed and is not an active Pangea system user. Terminated - Indicates that the employee is not actively employed due to employment termination. You can select the Inactive option for this field to avoid assigning new hire tasks when you create a new employee profile for an existing employee. When you select this option, the employees are not automatically assigned any New Hire tasks once they activate their new user account.
Fire Hiring Events*	Drop-down field used to indicate whether you want to automatically initiate and assign tasks, based on the hiring event, for the new employee once they activate their user account. You must select the New Hire option from the Status drop-down field if you select the Yes option for the Fire Hiring Events drop-down field.   When configuring automated task profiles, system administrators can indicate that they want to assign tasks to employees when they activate their new employee user accounts or when the start date for their employee profile occurs. Contact your system administrator for assistance with configuring automated task profiles based on the Hire action.
Company Client	Drop-down field used to select the company client for the employee.
Account Type	Drop-down field used to select the user account type for the employee. Options are: Non SSO - Indicates that the user account is for a standard user of the main Pangea portal and does not utilize the SSO feature. SSO Only - Indicates that the user account is for a Single Sign-on (SSO) user. Both - Indicates that the user account is for a Combination SSO user. The Account Type drop-down field only displays if the EnableSSO Metadata setting is active and the Manage Account Type permission is enabled for the user role associated with your user account. The Pangea system is designed to automatically apply an SSO account type, based on the SSODefault Metadata setting, to the new employee user account if the Manage Account Type permission is not active for your user role. Contact your system administrator for assistance with activating the SSO feature, updating user role permissions, or modifying the SSODefault Metadata setting.   Additionally, you should contact your system administrator if you are unsure what user account type you should choose for the new employee. Refer to the About the Pangea Single Sign-on (SSO) Feature topic for more information on the SSO functionality.
Select Role*	Drop-down field used to select the user role to associate with the user account for the employee. The Select Role drop-down field only displays if you select the SSO Only option from the Account Type drop-down field. Refer to the About the Pangea Single Sign-on (SSO) Feature topic for more information on the SSO functionality.
Email	Text field used to type the employee's e-mail address. The Email field may display as a required field depending on whether the CreateEmployeeEmailRequired Metadata setting is active. Contact your system administrator for assistance with updating the CreateEmployeeEmailRequired Metadata setting.   A valid and unique e-mail address is necessary in order for employees with an Account Type of SSO Only to log in via the SSO functionality. As a result, you must provide an e-mail address if you select the SSO Only option from the Account Type drop-down field. Refer to the About the Pangea Single Sign-on (SSO) Feature topic for more information on the SSO functionality.
Address 1, Address 2, City, State*, Zip	Text field used to type the street address, city, state, and ZIP code for the employee.
Home Phone, Work Phone, Cell Phone	Text fields used to type the home, work, and mobile phone numbers for the employee.
Save	Button used to create the new profile for the employee.
Create New Account	Section that displays the following fields you can use to create a new user account for the new employee profile:   Field Definition First Name, Last Name Displays the first name and last name of the employee. User Name Text field used to optionally type the initial user name to associate with the new user account for the new employee. The value you type displays as the default value for the Username field on the Create a Password page, and the employee can modify the default value as necessary when activating their new user account. Role* Drop-down field used to select the user role for the user account. If the security administrator setting is not active for the user role associated with your user account, you cannot select a user role for which the Is Assignable? value is not active. Contact your system administrator for assistance with applying the security administrator setting. Back Button used to return to the initial Create New Employee page. Save Details Button used to save your changes and then create the employee profile and user account for the new employee.

* -indicates a required field.

The Create New Employee page may also include additional custom attribute fields that display whenever you create a new employee profile. The additional fields that display are based on the Employee Custom Attributes form and the data that you apply towards these custom fields is stored in the ObjectFieldData table of the Pangea system database. Contact your system administrator for assistance with the Employee Custom Attributes form.

To Create an Employee Profile

1. From the Manager dashboard, click the Create a New Employee icon. The Create New Employee page displays.
2. Type the first, middle, and last name for the employee in the corresponding First Name, Middle Name, and Last Name fields.
3. Select a gender for the employee from the Gender drop-down field.
4. Do one of the following based on the type of identification method you want to use to uniquely identify the employee during account activation:
• If you want to use the standard account identification method and only require SSN and date of birth information during account activation, select the SSN / DOB radio button from the Type field, type the social security number for the employee in the SSN field, and then type the date of birth, in MM/DD/YYYY format, for the employee in the Birthday field.
• If you want to use the standard account identification method along with an alternative identification code during account activation, select the Both radio button from the Type field, type the social security number for the employee in the SSN field, type the date of birth, in MM/DD/YYYY format, for the employee in the Birthday field as necessary, and then type the alternative identification code for the employee in the Other ID field.
• If you want to use the alternate account identification method and only require the alternate identification code during account activation, select the Other ID radio button from the Type field and then type the alternate identification code for the employee in the Other ID field.
• If you want to use the alternative account identification method but also provide information from the standard account identification method, select the Both radio button from the Type field, type the social security number for the employee in the SSN field, optionally type the date of birth, in MM/DD/YYYY format, for the employee in the Birthday field, and then type the alternate identification code for the employee in the Other ID field.

The EnableOtherIdAdminAccountActivation Metadata setting determines whether the SSN/DOB or Other ID radio buttons display for the Type field on the Create New Employee page. Additionally, the EnableOtherIdAdminAccountActivation Metadata setting determines the fields that display as required when the employee attempts to activate their user account via the Activate A New Employee page. Contact your system administrator for assistance with activating the EnableOtherIdAdminAccountActivation Metadata setting.

5. Select the employee type from the Employee Type drop-down field.
6. Select the position for the employee from the Position drop-down field.
7. Select the department for the employee from the Department drop-down field.
8. Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed.
9. Select the location for the employee from the Location drop-down field.
10. Type the date, in MM/DD/YYYY format, that the employee was hired in the Date of Hire field. You can also click the Calendar icon to select the date you want.
11. Type the date, in MM/DD/YYYY format, that the employee started employment in the Start Date field. You can also click the Calendar icon to select the date you want.

If your business or organization utilizes the Form I-9 and EEV ordering functionality, the Start Date is the date that the employee starts work for pay, and is used to determine whether the EEV order is overdue. Refer to the Ordering an Employment Eligibility Verification for an Employee topic for more information on this functionality.

12. Do one of the following as necessary to choose a manager for the employee:
• If you are the designated manager for the employee, verify that your name displays in the Manager drop-down field and then continue to the next step. If your name does not display in the Manager drop-down field, proceed to the next item to locate and select your name.
• If you are not the designated manager for the employee, click Reset, type the name or other criteria for the manager you want to locate in the Manager text field, click Get, and then select the manager to associate with the employee from the refreshed Manager drop-down field.

The Manager drop-down field displays your name by default. However, if you are not the designated manager for the employee, you can click Reset and then use the drop-down and text field to locate and select a different manager for the employee as necessary.

13. Select an employment status for the employee from the Status drop-down field. You can select the Active option for this field to avoid assigning new hire tasks when you create a new employee profile for an existing employee.
14. Select the Yes or No option from the Fire Hiring Events drop-down field to indicate whether you want to automatically assign tasks from an existing automated task profile to the new employee. You should not select the Active option from the Status drop-down field in order to assign tasks to the new employee once they activate their user account.
15. Select the company client you want to associate with the employee from the Company Client drop-down field.

The ability to choose a company client for employees is dependent upon whether the EnableClientSupport Metadata setting is active for an environment. Contact your system administrator for assistance with activating the EnableClientSupport Metadata setting.

16. Select the user account type for the employee from the Account Type drop-down field. If you select the SSO Only option, proceed to the next step. If you do not select the SSO Only option, continue to Step 18.

The Account Type drop-down field only displays if the EnableSSO Metadata setting is active and the Manage Account Type permission is enabled for the user role associated with your user account. The Pangea system is designed to automatically apply an SSO account type, based on the SSODefault Metadata setting, to the new employee user account if the Manage Account Type permission is not active for your user role. Contact your system administrator for assistance with activating the SSO feature, updating your user role permissions, or modifying the SSODefault Metadata setting. Additionally, you should only select the SSO Only option if the user account has been properly set up for SSO within the external domain, system, or referring entity. Contact your system administrator if you are unsure what user account type you should choose for the new employee.

17. Select the user role to associate with the SSO Only user account for the employee from the Select Role drop-down field.
18. Type the employee’s e-mail address in the Email field.

A valid and unique e-mail address is necessary in order for employees with an Account Type of SSO Only to log in via the SSO functionality. As a result, you must provide an e-mail address if you select the SSO Only option from the Account Type drop-down field.

19. Type or select the employee’s street address, city, state, and ZIP code using the corresponding Address 1, Address 2, City, State, and Zip fields.
20. Type home, work, and mobile phone numbers for the employee in the corresponding Home Phone, Work Phone, and Cell Phone fields.
21. Click Save. The Create New Employee page refreshes to display the Create New Account section.
22. Type the initial user name to associate with the user account in the User Name field as necessary.

The user name you type must meet the following guidelines: Must be 6-50 characters in length. Cannot contain spaces or special characters.

23. Select the user role for the new user account from the User Role drop-down field.
24. Click Save Details.

Once you create a user account, the employee must activate their new account by clicking the New Employee hyperlink on the Login page for the main Pangea portal before logging in to the system.

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