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:
- User Profile
- Licenses
- Roles & Permissions
- Groups
- Punch Time Entry
- Timesheets
- Banks
- Time Off
- Expenses
- Schedule
- Payroll
- Billing & Cost
- Notifications
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. Also check the FAQs section below, for more information.
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
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Field name |
This field... |
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The email address of the user. The email addresses cannot include non-ASCII characters, including accented characters. |
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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. |
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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.
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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 |
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Authentication ID |
For those using an OpenID Connect option, indicates the field used to identify this user in the SSO provider application |
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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. |
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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. |
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Allows you to assign temporary one-time password (TOTP) or email authentication to the user, as an extra layer of security, beyond their password. |
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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. |
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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. |
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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. |
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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. |
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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. |
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Number Format |
Specifies the format the numbers display in. This is a view-only field and can be configured on the user settings page. |
Licenses
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Field name |
This field... |
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Login Status |
Determines if a user can log in to Replicon (Enabled) or if they can't (Disabled) |
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Product Status |
If set to ON, grants the user a license for that product |
Roles & Permissions
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Field name |
This field... |
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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. |
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Specifies which groups the user has access to under that role. Only available to Enterprise-level customers. |
Groups
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Field name |
This field... |
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Defines which location the user belongs to. Locations can be used to organize and filter users. Only available to Plus and Enterprise-level customers. |
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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
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Field name |
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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 |
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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. |
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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:
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
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Field name |
This field... |
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Assigns the user a timesheet template, which gives them access to a timesheet and defines their timesheet settings |
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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. |
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Specifies the approvers who will approve the user’s timesheet, and the sequence of approval |
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Specifies the approvers who will approve the user’s time entries, and the sequence of approval. This is typically the project manager. |
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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. |
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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
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Field name |
This field... |
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Choose Bank |
Assigns a specific bank to the employee |
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Choose Operation |
Defines whether you are adding or adjusting the bank for the user or removing the bank from the user's profile |
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Bank Adjustment |
Specifies a bank balance now, or schedules a future bank balance adjustment |
Time Off
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Field name |
This field... |
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Assigns the user a time off template, which allows them to book time off and defines their time off settings |
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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.
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Specifies the approvers who will approve the user’s time off bookings, and the sequence of approval |
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Determine whether the user can book time off against each time off type, and their balance, accrual, and reset settings for each type |
Expenses
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Field name |
This field... |
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Assigns the user an expense template, which allows them to enter expenses and defines their expense settings |
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Specifies the approvers who will approve the user’s expense sheet, and the sequence of approval |
Schedule
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Field name |
This field... |
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Time Zone |
Assigns the user a time zone, for organizations that have offices in multiple locations across the world |
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Work Week |
Assigns the user a work week, which is used in certain overtime rule and validation rule calculations |
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Assigns the user a holiday calendar, which identifies the statutory (civic) holidays that appear in the user's timesheet and time off calendar |
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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. |
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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
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Field name |
This field... |
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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. |
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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.
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Field name |
This field... |
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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. |
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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. |
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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
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Field name |
This field... |
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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:
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?
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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 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.
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
