This topic describes the settings available for users when you expand a user in System Admin > User. The settings are divided across the following tabs:
- Properties
- Location Access
- Pay Group Admin Access
- Authentication Tokens
- Payroll Import Access
- Vacation Bidding Group Access
The Properties tab contains the main properties of a user account, including login information, preferences, and user role.
User Name
This is the name that the user enters to log in to Dayforce.
Reset Password
Use this field to change a user’s password. Dayforce warns you if the password you specify doesn’t adhere to your organization’s password policy. You can click the refresh button to generate a random password, which you can edit if needed. You can also copy the password by clicking the copy button, and reveal the password by clicking the show password button.
Culture
The language that Dayforce is displayed in for the user. Dayforce displays only the languages that are configured for your organization in the Cultures tab of Site Setup > Client. See Client Cultures.
Numeric Culture
Use this drop-down list to define which language’s number format Dayforce uses, regardless of which language is selected for the account. For example, you could use this setting to display numbers using the English US format, even though text is displayed in French.
Approved
Select this checkbox to approve the user account. You must select Approved for a user to log in to Dayforce otherwise the user can’t log in.
Can See Self
Controls whether Dayforce hides or shows information about the employee linked to the user account when that user account logs in to Dayforce. For example, in People, users can’t see (or change) their employee information, including their salary, job assignment, and location.
This setting doesn’t control whether users can view and edit their own schedules and timesheets. That access is controlled by the Access to own schedule data and Access to own time data access authorizations. See Configure User Role Authorizations.
Show Disclaimer
Select this checkbox to show a disclaimer when this user logs in to Dayforce. For information about configuring disclaimers, see Configure Disclaimers.
Display 24 Hour Time
Select this checkbox to use the 24-hour time format for this user.
User Role Section
In the user role section of the Properties tab, you can specify which roles are assigned to the user account.
To add a role to a user account, click Add User Role and then specify the following settings:
User Roles
Use this drop-down list to select which role you want to assign to the account. User roles define which features and authorizations are enabled for the user. See Role Features.
Is Default
Select this checkbox if the role is the user’s default. That means that it’s the role that's automatically selected when the user logs in to Dayforce.
Start Date
Specify the date that the role takes effect for this user. By default, Dayforce populates this field with the current date.
End Date
(Optional) Specify the date that the role is no longer in effect for this user. For example, you could use this field to cut off access to a user role as of a specific, future date.
Role feature access: System Admin > System Admin > User > User Locations
The settings in this tab define which locations the user can access in Dayforce. To add access to a location, click Add Location. Then, specify the settings listed below.
Location
Use this drop-down list to specify which location you are adding access for.
Primary
Select this checkbox to mark the location as the user’s primary location. When the user opens location-specific features (such as Timesheets), this is the location that is selected by default.
Start Date
Specify the date that the location access takes effect for this user. By default, Dayforce populates this field with the current date.
End Date
(Optional) Specify the date that the location access is no longer in effect for this user. For example, you could use this field to cut off access to a specific location for a future date, after which the user is transferring to a different location.
Role feature access: System Admin > System Admin > User > User Pay Group Admin Access Restriction
In System Admin > User, in the Pay Group Admin Access tab, you can restrict which pay groups a user can access in Dayforce Payroll. This is different from restricting pay group access in an employee profile in the People feature, which is described in Assign Pay Group Admin Access in the Manager Guide.
In System Admin > User, in the Pay Group Admin Access tab, you restrict a user’s access to pay groups by explicitly adding pay groups to the list in this tab. When restricted, the user account can review, report on, enter quick entries and adjustments, and commit payroll only for the pay groups added to the list. If there are no entries in the list (the default setting), the user has access to all pay groups.
These restrictions extend to the following feature areas of Dayforce:
- Payroll (both in loading pay groups and in reports).
- Reporting (for archived reports).
Important: Administrators can apply pay group access security to the Year End feature and either the Canada Year End, USA Year End, or United Kingdom Year End subfeature, so that users see only the information that they have the authority to access. For example, users can see only the tax statements (for example, 1099, T4A, RL1, RL2 and all supported versions of the W-2 such as W-2C, W-2GU, W-2VI) that are associated with the person as defined in the Pay Group field of the Pay Group Admin Access tab in System Admin > User.
To restrict access to a specific pay group, click Add Pay Group, enter the pay group, start date, and end date information, and click Save.
Pay Group
In the drop-down list, select which pay group you want to assign to the user.
As described above, if no pay groups have been specified, the user has access to all pay groups, by default. When you specify one or more pay groups, these are the only pay groups the user can access.
Start Date
Specify the date that the pay group access takes effect for this user. By default, Dayforce populates this field with the current date.
End Date
(Optional) Specify the date that the pay group access is no longer in effect for this user. For example, you could use this field to cut off access to a specific pay group for a future date, after which the user is transferring to a different job assignment.
Role feature access: System Admin > System Admin > User > User Authentication Tokens
Client administrators can view users who have Dayforce linked to Google Assistant in a data grid. The data grid lists the Token Type along with the creation date for the chosen user. To delete a token, select the checkbox in the rows, click Delete and then Save. When the token is deleted the user can’t use Dayforce Assistant on a Google app. The user then has to reconnect his Dayforce account with the Google app.
Role feature access: System Admin > System Admin > User > User Payroll Import Access Restriction
Import Type
Section in the Payroll Import Access tab that contains Add and Delete buttons and a list of any payroll import types added.
Type
A drop-down list with the following available payroll import types:
- Quick Entry Import
- Quick Entries
- Pay Adjustments Import
- Payroll Elections
Effective From
The start date for access to the added payroll import type.
Effective To
(Optional) The end-date for access to the added payroll import type.
Role feature access: System Admin > System Admin > User > Vacation Bidding Group Access Restriction
In the Vacation Bidding Group Access tab, you can restrict the selected user’s access to specific vacation bidding groups. This access restriction is intended to limit the number of vacation bidding groups that users (typically, managers) have access to. For example, you can restrict a manager’s access to four vacation bidding groups that include employees from the two locations that she manages: two warehouse staff vacation bidding groups, and two customer-facing vacation bidding groups.
When roles don’t have access to vacation bidding groups, all vacation bidding groups configured for your organization are viewable for those roles in the Work > Vacation Bidding Group screen of People and in Vacation Bidding > Vacation Bidding Sessions.
Click Add Vacation Bidding Group to add an access record. To delete the selected access record, click Delete.
The tab includes the following settings:
Vacation Bidding Group
A drop-down list of the vacation bidding groups configured in Dayforce. Select the appropriate vacation bidding group that the user should have access to.
Start Date
The effective start date for the user’s vacation bidding group access.
End Date
(Optional) The effective end date for the user’s vacation bidding group access.