Have a look at the user management changes in place when using PeopleXD in Access Evo (previously Access Workspace):
You now maintain Portal user accounts via member records in Access Evo. The Access Evo member record replaces the PeopleXD Portal account:
The member record links to the PeopleXD employee record via:
The user's email address which is a contact type of EMAIL if the account type is Email.
The user's personnel number if the account type is username account.
You change passwords and maintain authentication configuration in Access Evo Identity.
With Access Evo invites, you replace the PeopleXD self-registration.
You can still manually maintain the menu profiles in PeopleXD.
You can still maintain access to employees in People Management, Payroll, WFM, and other products within PeopleXD.
In summary…
User management in PeopleXD Security still controls access to employees and dashboards and widgets in PeopleXD.
Access Evo Members control a user’s authentication and access to the PeopleXD product and other Access Evo products.
Existing users and new starters are auto-assigned product access to PeopleXD as well as Learning Lite and Engage. There is no additional step required to assign product access for PeopleXD.
Access an existing user’s account
Search for a user
To search for a user and manage their account, follow the steps below:
Select the Security dashboard then select User Management.
Tip: Only system and HR administrator can view Security.
Enter the user's name.
Tip: By default, you can see all of the active Access Evo accounts on PeopleXD, but you can change the search filter.
Search filters
The drop-down list of options controls the list of users displayed on the System Users widget. This defaults to All Active Evo Accounts. You can switch to a different search filter. For a description of each of the options available, see the table below:
Option | Description |
All Active Evo Accounts | All Access Evo user accounts that are currently active. |
All Evo Accounts | All Access Evo user accounts, including inactive accounts. |
Non-synced Accounts | All employees in People Management that have not synced to Access Evo due to not having an email contact type in their PeopleXD employee record. |
All Active Portal Accounts | All active Portal user accounts excluding Access Evo accounts. This option is no longer applicable with PeopleXD in Access Evo. |
All Portal Accounts | All Portal user accounts, including inactive accounts. This option is no longer applicable with PeopleXD in Access Evo. |
All Back-Office Accounts | All active and dormant PeopleXD Back Office accounts. |
View account
To view a user’s account or to troubleshoot an error when syncing an employee, follow the steps below:
Select the Security dashboard then select User Management.
Enter the user's name.
Ensure you use the relevant filter depending on the user you're searching for.
Click the three-dots icon and select Manage Account.
Evo user accounts
Header
For a description of each header area of a user’s Evo account, see the table below:
Item | Description |
HR Person Link | The employee name that the user account is linked to. |
Username | The employee’s username. |
Evo Status | The user’s current status: Added, Active or Deactivated. |
Menu Groups | The number of menu profiles the user has access to. |
Menu Options Access | The combined number of menu options that the user has access to for the menu profiles enabled. |
Last Activity | The last time the user logged in, including the duration of the session and a timestamp for the activity. No activity appears if they have never logged in. |
Last Sync Date | The date that the users record was last synced with Access Evo. |
Menu profiles
This is where menu profiles are assigned to user accounts. This is what controls the user’s access to functionality on PeopleXD. The following table outlines what information is stored here.
Item | Description |
Search | Search for the menu profile name. |
Filter | Filter by menu profiles that have been assigned to the user already, or those who have not been assigned yet. |
Results | This list reflects all of the menu profiles that are configured on PeopleXD. If the Active indicator is on, this means that the user has that menu profile and therefore can access all the features controlled by the menu options enabled on it. |
Assign menu profiles
For users to be able to access the PeopleXD screens and features they require, you need to assign them to one or multiple menu profiles.
To assign a menu profile for a user:
Search for the menu profile.
Click the Active indicator to assign a menu profile to the user.
To revoke a menu profile, i.e. remove a user’s access:
Search for the menu profile.
Disable the Active indicator.
Get access to PeopleXD in Access Evo as a new user
Access to Access Evo is granted to users via invites sent to the user’s email address. It's not possible to set up a password on behalf of an employee unless using username accounts as we explain below. However, we recommend to use email accounts where possible as they are more secure.
To view how to gain access to PeopleXD in Access Evo as a new employee set up in People Management, read the guidance below:
Employee’s HR record is setup in People Management with an email address.
Employee record syncs to Access Evo Members in real time and is automatically created there.
The user automatically receives the user role for PeopleXD in Access Evo Members.
An invite to Access Evo triggers that night as part of the overnight job.
Alternatively, you can manually trigger the invite to the employee if you choose to not wait for the automatic sync to complete. Read more >
Employee receives the invite and sets up their account to log on to PeopleXD via Access Evo.
Username accounts
If a user is set up in People Management without an email held in the EMAIL contact type, their account is known as a username account. Read more >