About the user profile fields

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 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.

Email addresses cannot include non-ASCII characters, including accented characters.

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.

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.

Supervisor

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

Department

Assigns the user to a department

Employee Type

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

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.

Licenses

Field name

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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

Roles & Permissions

Field name

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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. Only available to Enterprise-level customers.

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 punch in using CloudClock.

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.

(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

Timesheet Approval Path

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

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 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.

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 Rates

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

Billing & Cost

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

Cost Normalization Rule

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

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

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.

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 top, right-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.