Users Menu

USER ACCOUNTS

The Users accounts that allow access to the system depending on their roles can be found in the USERS MENU.  Here are the different types of User Accounts that can be found in the USERS MENU:

• Qrpho Admin – designated the admin of the whole QRpho system. Has full access – add, edit, delete, view.  Can create additional QRpho Admin accounts if you like.  This should be a separate account. Not an employee accoout. If you assign an employee to be the Qrpho Admin, he/she must have a separate Qrpho Admin account and Employee account.
• QRpho Management – has View Only access of the whole content of the system.  Must be created as a separate user account. Not an add-on role to an employee account.
• Employee  – this is created automatically as the name of the employee is being added in the Employee menu. The username default format as the employee account is created is “firstnamelastname“.  Default password is whatever password indicated in the Settings menu for new Employee password.  An employee account must NOT have any other role. It will cause conflict in the display of data when another role is added.

• Department Admin  – this is a Department Head account used to monitor attendance data of employees under him/her. This is set up to delegate some functions of HR and declog it of the monitoring of the completeness and propriety of employee data of the entire organization.  The Department Admin account may be given the role of VIEW ONLY or ALLOW APPROVAL OF REQUESTS as per authority set in SETTINGS menu. View only access is good for monitoring the completeness of attendance data and propriety of requests for employees under his/her department like ensuring there are no missing/error logs and requests are supported with proper approval documents.  If authority to APPROVE REQUESTS for Log Adjustments, Overtime, Leave Request, Absence Notice, Log Correction etc. is given to him/her by checking all or some boxes in the SETTINGS menu, then approval of requests can by done by him/her and HR will just have to review . Must be created as a separate user account. Not an add-on role to an employee account.

To assign approval authority to Department Admin, go to SETTINGS menu and check the boxes where you allow the Department Admin to approve requests. Unchecked boxes mean access is View Only. If checked, means Department Admin can approve requests related to the checked box.

• Branch Admin – this is a Branch Admin account used to monitor attendance data of employees under him/her.  Its access role – VIEW ONLY or WITH APPROVAL AUTHORITY is similar to Department Admin which must be set at SETTINGS menu.  The difference is only in the name. Refer to the Department Admin account description above to know more about how this account works. Must be created as a separate user account. Not an add-on role to an employee account.
• Approving Officer –  The system provides for an existing Approving Officer account with default username “approval_officer”. Just go to the USERS menu and click the APPROVING OFFICER tab to know the username of the APPROVING OFFICER. If you did not know the password, just reset it. This APPROVING OFFICER account is used to make APPROVAL OVERRIDE on requests for USER MODE ACCESS, LOG CORRECTION, LOG ADDITION and LOG CREDIT. Must be created as a separate user account. Not an add-on role to an employee account.
• Supervisor – this is a  Supervisor account used to monitor attendance data of employees under him/her.  Its access role – VIEW ONLY of attendance data of employees under him/her.  Must be created as a separate user account. Not an add-on role to an employee account.

EMPOYEE USER ACCOUNTS AUTOMATICALLY CREATED

QRpho Web automatically creates Employee User Accounts as the name of the employees are added into the system using the Employee menu.  The default setting for the user account are as follows:

username:     firstnamelastnamesuffix         >>>   all small letters, no space
password:     1234                                               >>>   See Settings menu for the default password for New Employees

For example:
Employee name:   John Carlos dela Cerna Jr.
Username:      johndelacernajr
Password:      1234                                           >>>   As per Settings menu 

DEFAULT PASSWORD

The default password of the user accounts as they are created by the system can be seen in your Dashboard under the SETTINGS MENU >> New Employee Default password.

RESET USER PASSWORD

Upon first login of the employee using the default password, the system asks the user to reset the password before proceeding. The employee has to reset the password to maintain privacy. Then, the employee has to keep a note of his/her password to avoid the inconvenience of not being able to login to the QRpho website. Otherwise, they can do a Forget Password option or call the HR office to request a reset password.

HOW TO CREATE A USER ACCOUNT

If you want to create another user account for QRpho Admin, QRpho Management, Branch Admin, Dept Admin, Supervisor or Approving Officer just follow these procedures.   You need not create the employee user accounts as they are automatically created as they are added in the Employee menu. Please that when you add an Employee, it must be added using Employee menu and not in the Users menu.

PROCEDURES:

1.   Go to USERS menu in the Dashboard

2.  Click the Add New  button

3.  Fill up the required info.

4.  Set the role of the user account you want. If it is not an Employee account, then is no need to select an Employee name. If it is an Employee account, then you need set it to the name of the employee to link the user account to his/her employee data.   You may add other roles for the specific employee if he has any. If none, leave this section blank.

5.  Click “Add New User” button to create the User Account profile.

6.  The username is now listed in the List of Users.