Create and Archive Users in CS Suite

Introduction

In summary, an Administrator needs to go through these applications to when creating and setting up a new user:

1. CS Intranet = Create new user and give permission for CS Intranet modules
2. CS HR = Create new user and enter other details like division, payroll numbers
3. CS Access = Give new user the relevant access to CS Competency &/or other CS applications (if any)
4. CS Competency = Assign new user any online Induction training (if any)

When a user leaves the company, the Administrator needs to go through these applications:

1. CS Intranet = Delete user as well as remove details in the Contacts Module
2. CS HR = Archive user

The following section will go through the above in detail.

CS Intranet

When creating new users in CS Intranet, there are 2 options in terms of generating passwords for end users:

1. System generated passwords
2. Passwords modified by Administrator

System generated passwords

1. In CS Intranet, click Tools on the top left hand side
2. Click 'Add User' on the right hand menu
   
3. Enter the new user's First name and Last name
4. Enter the new user's email address
5. The User Name is created automatically. You may change this if you wish
6. Give permissions to the modules that the new user is to have access to
7. Save once you have completed
   
8. The system will automatically email the new user with his/her user name and password
9. Proceed to next application by clicking onto Switch Application to CS HR

Passwords modified by Administrator

1. In CS Intranet, click Tools on the top left hand side
2. Click 'Add User' on the right hand menu
   
3. Enter the new user's First name and Last name
4. Do not put in the new user's email address
5. The User Name is created automatically. You may change this if you wish. Take note of the user name
6. Give permissions to the modules that the new user is to have access to
7. Save once you have completed
   

8. Take note of the system generated password that appears on the next page after you have clicked Save.

   Note

   You have the option to proceed to the next Application here by clicking onto Switch Application to CS HR and go through the set up in all the other remaining Applications. Once you have finished, continue with Step 10 below. This way, you can also check on the permissions to ensure that these are all correct.

9. Log out of CS Intranet
10. Log in as the new user with his/her Username and password
    
11. Whenever there is a new account log in for the first time in CS Intranet, a message will appear to request for a new password
    
12. Enter the new user's email address

13. Create a password and confirm it

    Note

    If you have gone through the new user set up in the other applications before Step 10, check if the permissions in CS Intranet and the other applications are given correctly here.

14. Click Save
15. Log out as new user
16. Send an email to the new user with his/her email address and the password that you have just created. 

CS HR

1. Log into / Switch Application to CS HR (as the Administrator)
2. In the People > Employees menu on the right hand side, click onto Add New
3. Complete the employee details in the fields provided. Mandatory information is indicated with an asterisk. Once added, the new user will appear in other applications such as CS Competency and CS Incident.
   
4. Click Save once you are done
5. Proceed to next application by clicking onto Switch Application to CS Access

Please refer to CS HR User Guide for more details if required.

CS Access

1. Any new user added via CS Human Resources will automatically have a CS Access account created, with no Roles (permissions)
2. Find the new user account in CS Access
   
3. Click onto Edit
   
4. Check that the Username is the same as the one set up in CS Intranet as this is the key that links CS Intranet to these other CS applications
5. The email address need to be in place if system notifications (e.g. Expiry Training Notification) are to be sent to the user. You can leave this blank if you do not want notifications to be sent to this user
6. Leave the password here blank as the main password set up is in CS Intranet. This is so as CS Intranet is the key entry application to the other CS products
7. Click onto each application tab here to give the user the permissions that are relevant to him/her
8. Click Save once you are done
9. Proceed to next application by clicking onto Switch Application to CS Competency or log out and continue with Step 10 in the CS Intranet section above
   
   

Please refer to CS Access for more details if required.

CS Competency

This is only relevant if you need to assign online Induction courses to the new user &/or add training records, tickets and licenses relevant to the organization.

Please refer to CS Competency for more details if required, more specifically:

• Adding a Need
• Add a Record

Once you are done, log out and continue with Step 10 in the CS Intranet section above.

Archive Users

When employees leave, it is important to remove them from the CS applications so that your reports will not be affected

1. Log into CS Intranet
2. In Tools > Manage User, find the employee and click delete
   
3. Go to the Contacts Module, find the employee and click delete
4. Switch Application to CS HR
5. In People > Employees, search for the employee
   
6. Once you find the employee, click onto Actions > Archive

7. The employee is now removed from CS HR, CS Access and other CS applications
   
   

   Note

   Should this employee return to the organization at a later stage, you will need to unarchive the person in CS HR (all his/her history training will be back) and create a new user in CS Intranet - ensure that the username in CS Intranet and CS Access are the same.