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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

The email address of the user.

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

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 Polaris. 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 the user name 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.

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.
Primary Role

Determines the default billing, cost, and target utilization rates for a user; it is the default role a user is usually billed at, such as Architect or Developer. It may also be used in SmartBudget calculations.

The primary role is a view-only field in user profiles; roles can be assigned in the user’s resource profile

Note: Roles in this context should not be confused with permission roles, such as Administrator or Supervisor.
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.


Field name This field...
Login Status Determines if a user can log in to Polaris (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 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.


Field name This field...
Department, Employee Type, Location, Division, Service Center, and Cost Center Defines which custom 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.


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
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.

Time Off

Field name This field...
Time Off Calendar Visibility 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


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


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 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

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.

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.

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 Polaris, 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.


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)
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.


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 Polaris by their login name; only login names must be unique. You can also choose a display name for each user.

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.

Related links

Mass adding, updating, and deleting data using data import
Adding and editing users
Viewing who made changes to user profiles
Editing multiple users at once