---
title: How to Enable Employee Access in HRSimplified
description: "This guide explains how to create a user account for an employee in HRSimplified, enabling them to log in and access the system. This process includes selecting the appropriate user role and ensuring their email is correctly set up. ![Activating…"
url: "https://hrsimplified.org/docs/how-to-enable-employee-access-in-hrsimplified/"
updated: "2024-11-06"
category: Employee Management
---

# How to Enable Employee Access in HRSimplified

This guide explains how to create a user account for an employee in HRSimplified, enabling them to log in and access the system. This process includes selecting the appropriate user role and ensuring their email is correctly set up.

![Activating an Employees username or access to the HRSimplified system](https://hrsimplified.org/wp-content/uploads/2024/11/image-10-1024x576.png)

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### **Steps to Enable Employee Access**

#### **1. Navigate to the Employee Profile**

1. Go to **HR Administration** > **All Employees**.
2. Locate and select the employee you want to enable for access.

#### **2. Open the Employment Information Tab**

1. In the employee profile, go to the main **Employee** tab.
2. Under the **Employment Information** sub-tab, scroll to the lower section of the screen.

#### **3. Enable the Generate User Login Option**

1. Locate the **Generate User Login** switch, which is initially off.
2. Toggle the switch to **on**. This will display the **Username** field.
   - **Username**: The username is generated from the employee's email address, which must already be entered under the **Contact Information** tab as a prerequisite.

#### **4. Select a User Role**

1. Choose the appropriate **User Type** for the employee from the dropdown. Options may include roles like **Employee**, **Management**, **HR Administrator**, and more. Selecting the right role ensures that the employee has the correct access permissions within the system.

#### **5. Save and Update Profile**

1. Click **Update** to save these changes.
2. Once updated, HRSimplified will automatically email the employee their login details and the URL for the login page.

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### **How to Modify or Remove Employee Access**

If you need to change an employee’s username, user role, or re-issue their login details, you can do so by following these steps:

1. **Disable Access**:
   - Turn off the **Generate User Login** switch and click **Update**. This action removes the employee’s access to the system.
2. **Re-enable Access with New Details**:
   - Turn the **Generate User Login** switch back on, enter a new email if needed, and select a different user role if necessary.
   - Click **Update** again. The employee will receive a new email with updated login credentials.

*Note*: Usernames must be unique across the system, so the same email address cannot be used for multiple accounts.

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### **Important Notes**

- **Email Prerequisite**: Ensure the employee’s email is already entered under the **Contact Information** tab. This email address will be used as their username and is essential for creating their login.
- **Role-Based Permissions**: Choose the correct user role based on the employee’s access requirements. The role dictates what sections of HRSimplified the employee can view or modify.
- **Unique Usernames**: Each username must be unique within the system, meaning that an email cannot be reused for different accounts.