Help de EffiWork   |   Help de Time@Work  |  Help de WorkProject              ES

WorkMeter account & user management

This document details WorkMeter's user and employee identity system. It focuses on the distinctions between "Employees" and "Users," how "access accounts" are created and managed, and the complexities of handling dual roles and employees on leave. The key is that the system tracks employees via their PC logins (or manual entry), but access to data requires a separate "user account" (email and password) which may or may not be tied to the same individual. Understanding this distinction is critical for administrators and managers using the system. You don't need to read this document if you are not the administraror or RRHH manager.

Key concepts and terminology

• Employee: An individual whose activity data is recorded by the WorkMeter system. This is primarily done through PC login or via manual input. Being an "employee" does not automatically grant access to view this data.

• Quote: "Empleado : persona que reporta datos en la aplicación. El empleado puede o no tener acceso a la plataforma para ver sus datos; es decir, el hecho de ser empleado no implica acceso a los datos."

• User: An individual with a "cuenta de acceso" (access account) to view data within the WorkMeter platform. User access levels vary, dictating which data they can see.

• Access account: A set of login credentials (email and password) required for a User to access the WorkMeter platform. This is separate from the employee's PC login.

• Quote: "Las “cuentas de acceso” siempre están compuestas por un login (correo electrónico), y contraseña y no debe confundirse este “login”, con el login del PC que identifica al empleado..."

• Roles: Different levels of access determine what data a user can view, including:

• Employee account: Access to one's personal data.

• Group Manager account: Access to data from a specific group.

• Administrator account: Access to all platform data.
  
  

How aaccess Accounts are created

The creation of access accounts depends on the employee's reporting method and role:

• Manual reporting employees (No PC):

• Accounts are created via Configuration -> Organigrama -> Empleados using the "create employee without PC" option. This creates both the "Employee" and "Access Account" simultaneously.

• Quote: "para crear un empleado que NO tiene pc, y que por lo tanto reportará actividad siempre de forma manual, se puede crear su “cuenta de empleado” y “cuenta de acceso” desde la opción “crear empleado sin PC” que se encuentra en la Configuración->Organigrama->Empleados."

• Automatic reporting employees (Via PC):

• The employee's "Employee" identity is automatically created upon logging into a PC with WorkMeter software installed.

• The "Access Account" is created the first time the employee uses the "access your account" option within the WorkMeter PC icon, requiring the user to enter an email and password and linking the "Employee" to their newly created "User" account.

• Group manager accounts:

• Created and modified via Configuration -> Manager y Roles. These cannot be created as an employee first.

• Quote: "la creación y modificación de las cuentas de acceso para los gestores de grupo (managers) se realiza desde el apartado “Manager y Roles” dentro de la configuración"

• It is crucial to create the employee's "User" account first before granting them Manager access.
  
  

Employee-User linkage

• WorkMeter maintains a link between the "Employee" and "User" identities when a PC-based employee creates an "access account" by clicking "access your account" from the app running on their computer.

• This linkage can be checked or deleted in Configuration -> Organigrama -> Empleados.

• Manual Reporting employees automatically have their employee and user accounts linked and deleting a user account is not possible for these individuals.
  
  

Dual roles (Employee and manager)

• An employee can also be a group manager. You can achive this creatinng the employee "access account" through the PC icon option then create the Group Manager account using the same email through Configuration -> Managers y roles.

• The correct order is:

  1. Install the software in the employee PC and create "useer account" using cliking the option in the icon meno "accesss to your account"

  2. Go to "Configuration->Manager and roles" then create a new manager account using the same email address used in the step 1

Creating a Manager Account before the user has set up their employee account can cause problems and the manager access account will need to be removed in order for the employee to create an account, then the manager account will need to be set up again

Handling employees on leave (Initial setup)

• Creating accounts for employees on leave has specific challenges since the employee can't log in to a PC initially

• Log in on another PC using the credentials of the employee on leave, if possible, creating the employee identity in the system.

• Wait for the employee to return.

• Create a temporary "Employee without PC" profile to configure their calendar and then replace it with their PC-based account when they return and use the "access your account" option.

• Quote: "si el empleado se prevee que este mucho tiempo de baja, se puede crear un “Empleado sin PC”, para poder poner su calendario, pero este procedimiento requerirá una transferencia manual de los días de baja cuando el empleado se reincorpore"
  
  

Key takeaways for WorkMeter users & admins:

• Distinguish employee vs. user: Not all employees are users. Users have explicit access accounts.

• Access account creation matters: The method used to create access accounts depends on reporting type (PC vs. manual) and role.

• Order of creation: For dual-role users (Employee & Manager), user access must be set up first via the PC app, then the manager's role should be created.

• Special handling for employees on leave: These employees require specific initial account creation and synchronization steps when they return.

• PC Login vs. Access account: Understand that the PC login (e.g., APEREZ) is different from the WorkMeter access account, which is based on email and password.

• Consult the documentation: The document explicitly recommends consulting the help guide.