About the user profile fields

Looking for help with this feature in Polaris PSA or Polaris PPM? Check out About the user profile fields in the Polaris help.

A user's user profile is where you'll assign them their features and settings, such as their permissions and timesheet templates. Fields in a user’s profile are organized into the following categories, each with its own setup page:

Refer to the sections below for information about the key fields available on each page. What fields are available depends on the products you are using.

Be sure to check the FAQs section at the bottom of this page, for more information on user profile fields.

Be sure to click the save button on each page you edit. Changes are not saved by default.

You can set defaults for some of the user profile fields at Administration > Employees and Organization > User Settings, in the New User Defaults section.

User Profile

Field name

This field...

Email

The email address of the user.

The email addresses cannot include non-ASCII characters, including accented characters.

Display Name

Specifies the name that displays for the user throughout Replicon. Use this option only if you don't want the default – the user's first and last name – to display. You can use their nickname, their department, or whatever helps identify who they are.

This option is useful, for example, if you have duplicate users, and the login name (which is appended to duplicate names) is an alphanumeric code, as is the case in some SSO implementations.

Login Name

Identifies the user’s login name, which must be unique in the system.

If you’ve set up a formula, the login name will be automatically generated.

If you see a Login Name already exists error when you try to add a new user, but you can't find that login name in use, it may belong to a disabled user; you can check this by enabling the Disabled option on the Users list page.

Authentication Type

Specifies the type of authentication the user will use – SSO, if they will use a single sign-on option like SAML or Google, or Replicon Internal, if they will not

Authentication ID

For those using an OpenID Connect option, indicates the field used to identify this user in the SSO provider application

Password

Specifies a new password for the user. Typically only used in conjunction with the Force password change on next login field.

Applies only to those using Web TimeSheet Internal authentication.

Force password change on next login

Indicates that the user will need to create a new password next time they log in, as a security precaution.

Applies only to those using Web TimeSheet Internal authentication.

Multi-Factor Authentication

Allows you to assign temporary one-time password (TOTP) or email authentication to the user, as an extra layer of security, beyond their password. 

Project Roles

The user's default primary and secondary roles, for use in resourcing

Supervisor

Assigns a supervisor to the user, who will have the ability to manage the user’s timesheets, expense sheets, and time off bookings.

Supervisor assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new supervisor before the change becomes effective.

Department

Assigns the user to a department.

If you're using our new department and employee type groups, this field will be available on the Groups tab.

Employee Type

Assigns the user an employee type (for example, Contractor or Full-time Salaried)

If you're using our new department and employee type groups, this field will be available on the Groups tab.

Overtime Rule

Defines what hours and days qualify as overtime for the user, and at what rate or rates overtime will be paid

If you are using timesheets based on the Configurable timesheet format, assign pay rules rather than overtime rules.

Language

Sets the language the interface will display in

This feature is only available if you use our Multilingual product. Talk to your Customer Success manager or Replicon Support for more information.

Number Format

Specifies the format the numbers display in. This is a view-only field and can be configured on the user settings page.

<User custom fields>

If you've added User-type custom fields to your system to gather more details about users, those fields will appear at the end of the User Profile section

Licenses

Field name

This field...

Login Status

Determines if a user can log in to Replicon (Enabled) or if they can't (Disabled)

Product Status

If set to ON, grants the user a license for that product

Skills

Field name

This field...

Skills

Displays all skills that have been assigned to the user, for use in resourcing.

Click the icon in the Action column to delete the skill.

You can also assign skills from the Projects > Resources page.

Level

Skill level of the user for the skill shown in that row

Roles & Permissions

Field name

This field...

Permission

Assigns the user one or more permission sets. Permission sets help to determine what actions the user can take and what data they can access.

Access

Specifies which groups the user has access to under that role. Only available to Enterprise-level customers.

Groups

Field name

This field...

Location

Defines which location the user belongs to. Locations can be used to organize and filter users. Only available to Plus and Enterprise-level customers.

Division, Service Center, and Cost Center

Defines which groups the user belongs to. A user's assigned groups may affect whether other user's can access their data.

The groups may have different names if you have customized them.

Group assignments are associated with an effective date, so you can retain a history of them, and so you can assign users to new groups before the change becomes effective. Also, if you use our Payroll Workbench, you can filter by group on that page, which allows you to select exactly who's eligible to be included in each pay run.

Only available to Enterprise-level customers.

If you're using our new department and employee type groups, and you have those options enabled, they will also be available to assign on the groups tab.

Punch Time Entry

Field name

This field...

Punch Entry Policy

Assigns a punch entry policy to the user, which allows them to create punches from the type of device specified (for example, CloudClock or mobile apps) and defines their time punch settings

Set Default Activity

Assigns a default punch activity to the user. This activity will automatically be selected for the user when they are punching in.

Places

Assigns a place, which is a virtual fence that defines the user’s work site.

Places display as blue circles on punch maps, and can be used by supervisors to visually identify or automatically flag (1) punches that fall outside the user’s assigned place.

Refer to Creating places for more information.

At any one time, the user can be assigned either a single place or all places enabled in your system.

To assign a place to a user:

  • Click Assign Places to assign a new place with a new effective date.
  • Click Edit to update the date or location for an existing place.

Place assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new place before the change becomes effective.

(1) Requires the Punching at work location punch validation rule.

Timesheets

Field name

This field...

Timesheet Template

Assigns the user a timesheet template, which gives them access to a timesheet and defines their timesheet settings

Timesheet Period Type

Defines how often the user's timesheets are submitted for approval.

If you're using our new timesheet periods, timesheet period assignments will be associated with an effective date, so you can retain a history of them, and so you can assign a user a new type before the change becomes effective.

Timesheet Approval Path

Specifies the approvers who will approve the user’s timesheet, and the sequence of approval

Time Entry Approval Path

Specifies the approvers who will approve the user’s time entries, and the sequence of approval. This is typically the project manager.

Validation Rule

Defines the minimum or maximum number of hours that must be entered before a timesheet can be submitted

This field applies to the Standard and In/Out timesheet formats. If you are using the Configurable timesheet format, validation rules are assigned in the template.

Activities

Identifies activities the user can enter time against in their timesheet.

The activities option must be enabled in the user’s assigned timesheet template before activities will display in their timesheet.

Banks

Field name

This field...

Choose Bank

Assigns a specific bank to the employee

Choose Operation

Defines whether you are adding or adjusting the bank for the user or removing the bank from the user's profile

Bank Adjustment

Specifies a bank balance now, or schedules a future bank balance adjustment

Time Off

Field name

This field...

Time Off Template

Assigns the user a time off template, which allows them to book time off and defines their time off settings

Time Off Calendar Visibility

You may have this option if you're using an enterprise-level product. If the time off template selected above has the Show Other Users' Time Off in Calendar option enabled, you will be able to use this field to limit which users are available to display in the user's time off calendar, based on what groups each user is assigned to.

For example, you could allow only users in the Implementation department to be displayed in this user's time off calendar.

Time Off Approval Path

Specifies the approvers who will approve the user’s time off bookings, and the sequence of approval

Time Off Types

Determine whether the user can book time off against each time off type, and their balance, accrual, and reset settings for each type

Expenses

Field name

This field...

Expense Template

Assigns the user an expense template, which allows them to enter expenses and defines their expense settings

Expense Approval Path

Specifies the approvers who will approve the user’s expense sheet, and the sequence of approval

Schedule

Field name

This field...

Time Zone

Assigns the user a time zone, for organizations that have offices in multiple locations across the world

Work Week

Assigns the user a work week, which is used in certain overtime rule and validation rule calculations

Holiday Calendar

Assigns the user a holiday calendar, which identifies the statutory (civic) holidays that appear in the user's timesheet and time off calendar

Add Holiday Bookings

Click this link to add a holiday booking for each holiday that appears in the user’s assigned holiday calendar. A booking is not added on days with an existing holiday booking. Refer to Adding multiple holiday bookings at once for more details.

You can use this option in conjunction with the holiday booking auto-population option, to manage holiday bookings.

To correct holiday bookings, you’ll first need to delete the error bookings, as this action does not update existing bookings.

Schedule Type

Assigns the user an office schedule or, if Shift Schedule is selected, enables them for shift scheduling

If you change a user's office schedule (either by changing the schedule assignment or editing the office schedule directly) and:

The user's bookings for that period will be reopened so the time taken can be recalculated based on their new schedule. After the recalculation, the system will attempt to return the bookings to their previous approval state. We recommend you review the user's bookings to ensure they were all successfully resubmitted.

Schedule assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new schedule before the change becomes effective.

Payroll

Field name

This field...

Pay Rules

Assigns a pay rule to the user, which defines what hours and days qualify as overtime for the user, and at what rate or rates overtime will be paid

If you are using the Standard timesheet format or the In/Out timesheet format, assign overtime rules rather than pay rules.

Pay rule assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new pay rule before the change becomes effective.

Pay Rates

Assigns pay rates to the user, or activity-based pay rates

Billing & Cost

This tab may be called Cost, if you don't have access to billing features.

Field name

This field...

Default Billing Rate

Assigns the user a billing rate, used to calculate billable amounts for project work. This rate can be changed within each project.

Hourly Cost

Assigns the user an hourly cost rate, used to calculate project costs.

Hourly cost assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new rate before the change becomes effective.

Cost Normalization Rule

Determines whether costs for the user will be normalized in Replicon, and defines certain cost normalization settings.

Cost normalization rule assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new rule before the change becomes effective.

Notifications

Field name

This field...

Notifications

Assigns the user notifications that are then automatically sent to them by the system. If you turn on a category, all enabled notifications from that category will be sent to the user.

Specifying whether notifications are sent on days off

These settings can help companies comply with 'right to disconnect' legislation that is in effect in some locations, or can be used by any company seeking to promote work/life balance.

Notifications can be sent:

  • Any Time - messages are sent based on the notification's settings (use this option if your jurisdiction doesn’t have ‘right to disconnect’ laws)
  • Work Days - messages are sent whenever the user is scheduled, and not on their weekends or holidays
  • Work Days-Time Off - the same as the Work Days option, but in addition to weekends and holidays, messages will not be sent on any approved days off, of any time off type (e.g. vacation, sick time, family emergency, etc)

When you select one of the latter two options, you'll be given a Limit to work hours check box that allows you to choose whether shift schedule workers are affected by the selection; if enabled, they will only be sent messages during their scheduled work hours.

Scheduled reports will also not be sent on no-message days.

If a message isn’t sent due to a ‘right to disconnect’ setting, what happens to it?

  • Time Based messages (e.g. Daily timesheet reminder) that are scheduled to be sent on a non-work day will never be sent, to avoid duplicate messages.
    The only exception to this is the Timesheet is Due notification, which is sent the day before the non-working day it is scheduled for, so users have time to act on the notice.
  • Event Based notifications (e.g. Timesheet is approved) will be sent on the employee’s next working day.

FAQs

How do I enable or disable a user and their user profile?

Refer to Enabling, disabling, and deleting users for information on how to enable a user.

Where can we capture more details about users?

You can add User-type custom fields to the application, for capturing additional information about users. Once added, these fields display at the end of the User Profile section of user profiles. They can be included in many reports.

Refer to Creating custom fields for more information.

If we move a user from one department to another, is a record of their old department retained?

No, department assignments are not associated with an effective date, so you can only view a user's current department in reports that show their historical data.

What should we do if two users have the same first and last name?

Users with the same first and last name can be distinguished within Replicon by their login name; only login names must be unique.

However, you can assign each user a display name, which will be used throughout the application, to further differentiate user names. 

Can we allow a user without administrator permissions to change their own password or email addresses?

Users can update their own password at any time on their Settings page, accessed by clicking the icon located in the bottom, left-hand corner of the application. They cannot, however, update their email address.

I've added a supervisor; why does the Supervisor field still say None?

Only the user's current supervisor will display. Confirm that the supervisor was not added for a future time period.

Is it possible to assign two authentication types to a single user?

No. Each user can only be assigned either SSO or Web Timesheet Internal authentication.

Why can't I see some of these fields?

If a field isn't available in your instance, it may not be supported in your product. Or, permission for that field may be disabled in your administrator permission set.

I created a user, but I can't see their name in the Users list

The user's account may have become disabled somehow. Check that the User Status field in the top, right-hand corner of the Administration > Users page is set to All, so disabled users display, too.

Related links

Adding and editing users
Editing multiple users at once
Deleting or disabling users
Viewing who made changes to user profiles
Using data import to mass add, update, and delete data