Add or deactivate admin users

When a new admin joins your business, you need to set them up in your platform so they can use foundU for its admin functions. Likewise, when they leave, you need to deactivate their access to ensure it stops.

  Please note: If you're a new admin having trouble logging into the admin portal, first check that your organisation has set you up properly or that you're using the correct URL. The link for your organisation's admin portal should look like yourcompany.foundu.com.au/admin. 

Before creating a new admin user, consider the following key points. 

• Admin user profiles are separate from employee profiles - If your admin user is also an employee of your organisation, they will have two separate logins to the platform. We recommend setting up their admin profile with an email address that differs from the one on their employee profile. 
  • For instance, they might use a personal email to access their employee profile and a work email to log in as an admin user.
• What type of access should your user have? - Make sure you know in advance what permissions and restrictions your user should have. If you need to create a new permission or search restriction group, do so before adding your new user. 
  • If you're unsure what access to grant your new user, we always recommend starting with less. You can always expand their permissions, but it’s much trickier to explain when you need to revoke access to a specific area or page. 
    
      Refer to our guide on Admin User Permissions & Restrictions for a clear understanding of how these work. 
     

To set up a new admin user in your business:

1. From the main menu, navigate to Platform Settings > Users. Here, you can view a list of all user types on your platform. 
   • Admin user profiles -Shown in Blue. When opening this page, the list of users defaults to showing admins. 
   • Operation user profiles - Shown in Purple. If you are a new platform, you may not see Operation users, as this feature is no longer widely used.
   • Employee profiles - Shown in Green. Only approved or pending employee profiles will be visible in this section. You will not be able to add new employee profiles from this page. 
     
       Please note: If you have employees who are also platform administrators and use the same email address to log in to both portals, they will have both the blue admin and green employee labels displayed next to their names. 
      
   • Deactivated users/ Archived employee profiles - Highlighted in Grey.
2. To add a new admin profile, select the Create Admin User cog on the right of your screen, and fill in the following details:
   • Name - For simplicity, use the user's full name. 
   • Email address - This will be the email address the user logs in with.
     
       Please note: No Admin User, not even Super Users, can update their own email address used to access the platform, for security reasons and to avoid being locked out of their account. To update your email, you will need to contact another Super User or a user with permission to manage user access on your platform. 
      
   • Mobile number - This is required if your users need to sign in using SMS verification.
   • Permission group - The permission selected here controls what parts of the platform the user can access and which actions they can perform.
     • Select your desired permission group; you will not be able to save your new user without making a selection.
   • Search restriction group - The restriction selected here controls the visibility of operations, employees, or specific rosters that the admin user will be able to see and perform actions within.
     • Select your desired search restriction group, or
     • Select Default; the default selection will apply no restrictions to the employees or rosters that your user can view. 
       
         Please note: The drop-down fields will only display your current preconfigured Permission and Search restriction groups. If you need to create new ones for this admin user, please consult this guide.
3. Additionally, use the checkboxes to customise your users' access further, and the option to select:
   • User is a manager - Select this if you would like to be able to assign the user to manage any employees within the platform.
   • User is a registered agent - Select this if the user is a third-party intermediary authorised to act on behalf of your business with the ATO (Registered Tax or BAS Agent). If selected, you will need to enter the following information.
     • Registered agent's ABN
     • Registered agent number
       
         Please note: To ensure complete compliance with the ATO, consider formally appointing your registered agent in the ATO's Relationship Authorisation Manager (RAM) system. Check out the ATO's dedicated guide to appointing external businesses to act on your behalf here. 

4. Select Create user to add your new admin.

   

Once you have created your new user, an email will be automatically sent from your platform to the new user with a link to create their password and log in. This email will also include multiple links to resources that your new admin can use as a tool to learn the platform.

  Hot tip: Consider creating a 'Test' user to review how your Permission and Search Restrictions work together. This will help prevent accidentally granting access to something your new user shouldn't see. Check out our section below to learn how to do this.

Once a profile has been successfully added to the system by a super user, the new administrator can then log into the platform. After logging in, they can customise their profile settings and preferences. This customisation allows them to personalise their experience in specific areas of the platform, enhancing usability.

Customise your admin profile

Customising an admin profile makes it easier to identify who is logged in and personalises the user's experience. Once the admin user has been set up and has logged into the platform for the first time, they can optionally customise their profile.

To customise your admin profile:

1. Navigate to the person icon on the top right-hand side of your platform and select Admin Profile.

   

2. From the Edit profile screen, users can update their:
   • Profile picture
   • Full name

   • Mobile
     
       Please note: Users cannot update their email address used for login from this edit profile page. This can only be done by an admin with access to manage the Users page. 

     

3. Once complete, refresh your screen, and you will see your chosen profile photo on the top-right-hand side of your platform.

Reset User preferences

Because each admin profile is customisable for the individual user, the admin profile will also store and remember the user's display preferences, templates, and table view counts against the individual's profile. This allows admin users to maintain their preferences whenever they log in. You will find these preferences saved in your profile across different areas of the platform, such as:

• On the Pay page - Once a user sets a preference for table size and column sort on either the draft or generated tabs, the platform will maintain individual preferences.
• On the Time Off page - Table size preferences will be maintained.
• On the Roster page - Once a user sets roster Display Options, these will stay set as such and will be shared across roster views, e.g. week view, and shift views.
• On CSV Exports - Once a user creates and saves a template to an Export, they will be able to access and use that Template when they go back to that specific page. 
  
    Please note: Templates and display preferences cannot be shared between admin user profiles. If you want every admin to use the same template, they'll need to manually create and save it within their access. 

A user's preference settings are saved on their first load and maintained unless changed, which updates their preferences. Preferences are synced across devices for a seamless experience, so if they log on from different devices, preferences are remembered. Over time, users may need to reset preferences due to issues like slow loading or to remove saved Templates. Resetting will erase all preferences.

To reset a user's preferences:

1. From the Users page, locate the admin user you'd like to reset and select the ellipsis on the right-hand side. 

2. Select Reset Preferences. If you would like to continue to reset this user's preferences to the default options, select Continue.

   

Once you have reset a user's preferences, it's a good idea to ask the user to log out and log back in again. They can now set new user preferences in the available areas!

When an admin leaves your business, you should deactivate them immediately from the User Permissions page to remove their access to your platform. If the person is also an employee in your business, be sure to terminate their Employee Profile as well.

  Warning: Terminating an employee's profile will not subsequently deactivate them as an admin user. These processes are 2 separate actions and equally as important.

Deactivating an Admin user

For audit purposes, Admin users cannot be deleted as this will affect your reporting and audit history in your platform; however, they can be deactivated as a user, meaning that they cannot access your platform. Once deactivated, these users will be displayed in grey.

To deactivate an admin user:

1. From the Users page, locate the admin user you'd like to deactivate and select the ellipsis on the right-hand side. 

2. From the drop-down, select Deactivate Admin User, then select Continue. If the admin user is not currently assigned as a manager to any employees in your platform, selecting the Continue button will deactivate their account.

   

     Hot tip: You can also use the ellipsis button to reset a password for an admin. 

3. If the admin user you are deactivating is assigned as a manager, the platform will prompt you to select a new admin user to replace the manager for the existing employees and operations. Your choice of workflow will depend on the number of managers these employees or operations are moving to.
   • For example, if employees are transferring to multiple managers, then it would be best to first transfer them via the Approved People page. Simply filter your employees by the existing manager, then, using Bulk Actions, select Assign Manager to selected. 
   • If all employees are transferring to a single manager, this is straightforward and can be actioned within this workflow on the Users page.
4. If employees and operations are being transferred to a single manager, select 'Yes' and choose the admin user who will be newly assigned as the manager for those employees and operations. 
5. Select Assign to save your changes and deactivate the user.

Once deactivated, the user's badge colour will change from blue to grey. They will no longer have access to your foundU platform as an admin. If you hover over the grey badge you'll note a tooltip indicating 'deactivated'.

  If this person was also an employee and requires termination, please use our Terminate and Offboard an Employee guide.

Understanding User Badges

The User Permissions page always defaults to showing active admin users, but you can filter by user types if needed. When browsing the page, you'll notice the coloured badges and may wonder what they mean. 

Here are some examples of the badges you may see on the User page of your platform.

• Active admin badge only - This person (Binny James) does not have an employee profile on the platform.
  • For example, an external bookkeeper or consultant.

• Active admin & active employee badge - This person (Qun Gao) is an active super user admin and an employee. 

• Deactivated admin & active employee - This person (Rachel Hagan) has been deactivated as an admin but continues to be an active employee.
  
    Please note: If this person has also left the business as an employee, ensure that their Employee Profile is also terminated.

• Deactivated admin & archived (terminated) employee- This person (Ria Miligan) has been deactivated as an admin and terminated and archived as an employee.

  Please note: Any grey badges have additional information when hovering over them such as deactivated, declined, or archived.

Once you have set your permission groups for your users, you can 'simulate' what the user sees with the permissions you have applied to them. This step is crucial because once something has been seen, it can't be unseen.

There are a variety of options to simulate from the User permission page, including:

• Simulating a specific admin user
• Simulating a particular Search Restriction group
• Simulating a particular Position group

Since this article focuses on User management, we will concentrate on simulating the restrictions for specific admin users. This will be a crucial step after you have assigned them as new admin users on your platform.

  For more information on simulating a Search Restriction or Permission Group, check out our guide on Admin User Permissions & Restrictions. 

To simulate a specific admin user:

1. From the Users page, locate the admin user you'd like to simulate and select the ellipsis on the right-hand side.
2. From the drop-down box select Simulate restrictions, you'll then be taken to the dashboard and see the available menus for this admin user. You can navigate through the menus and see:
   • The actions that this user can perform (permissions).
   • The employee profiles, operations and rosters that this user can see (search restrictions).
3. Select cancel (in the orange banner, at the top of your screen) to return from the simulated view. You can then adjust permissions and restrictions after reviewing admin access.

  Watch this short demo to see the simulation of an admin user. This user is a roster manager, so we navigate to the top menus to see their access and check the rosters to ensure they have been allocated the appropriate ones.