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Knowledge Base.

User Management.

Users are managed by HR Admins. A user can be requested to self-onboard, completing and submitting their own details for approval by HR, prior to being able to fully use PolarHR. Users can also be requested to self-onboard without the need to be approved, meaning immediate access to PolarHR on completion of onboarding.

Existing users can be managed by navigating to their profile via the directory.

HR Admins can create new users.

To create a user:

  1. From the dashboard click the + icon and select New User, or from the directory, select New User.
  2. Complete the New User - Personal, and Employment details, clicking Next to proceed to the next screen.
  3. From New User - Login, check Login Enabled?.
  4. If the user is required to self-onboard, check Self-Onboard, add a Login Email and click Submit.
  5. If the user is required to self-onboard, and approval of the details provided is not required, check Self-Onboard, then deselect Onboarding Requires Approval, add a Login Email and click Submit.
  6. If the user is not required to self-onboard, ensure Self-Onboard is not checked, add a Login Email and click Submit.

HR Admins can create new users with prorated absence balances.

To create a user:

  1. From the dashboard click the + icon and select New User, or from the directory, select New User.
  2. Complete the New User - Personal details and click Next.
  3. From New User - Employment, complete the details selecting an absence policy that has been set up as proratable. The prorated absence will be calculated and displayed.
  4. To accept the prorated adjustment, click Next.
  5. To override the prorated adjustment, update the calculated value and click Next.
  6. To reject the prorated adjustment, deselect Calculate pro-rata adjustments? and click Next.
  7. From New User - Login, check Login Enabled? and complete the details or click Submit.

New users can be created in anticipation of them joining the company.

To create a user:

  1. As an HR Admin, from the dashboard click the + icon and select New User, or from the directory, select New User.
  2. Complete the New User - Personal and Employment details as required, clicking Next to proceed to the next screen.
  3. From New User - Login, deselect Login Enabled?, and click Submit.
  4. Once the user is ready to onboard, invite them by selecting Invite User from the Permissions card of the user profile Account tab.

Previously uninvited users or users with disabled logins, can be invited to PolarHR by HR Admin users. Users requested to self-onboard will be required to complete the onboarding process and then be approved prior to being able to access PolarHR.

To send an invitation to a user:

  1. Navigate to the directory, and select the Manage User icon.
  2. From the profile Account tab, click Invite User from the Permissions card.
  3. Complete the details, selecting Self-Onboard to request the user to complete the self-onboarding process.
  4. If the user details are required to be approved, ensure Onboarding Requires Approval is selected, and click Save.

To resend an invitation to a user:

  1. Navigate to the directory, and select the Manage User icon.
  2. From the profile Account tab, click Resend Invitation from the Permissions card.
  3. Edit the details and click Save.

Users that are requested to self-onboard receive an invitation to setup their account and start the onboarding process. Completed details can be submitted for approval and, once approved further instructions will be received via email. Where approval is not required, the user will be logged in on completion of onboarding.

To onboard:

  1. From the Welcome to PolarHR email, click Set Up Account.
  2. Create a password and click Submit.
  3. Complete the Profile details, and click Next Step.
  4. Complete the Contact Info, and click Next Step.
  5. Optionally, add Emergency details, including emergency contacts and medical notes, and click Complete.
  6. If approval is required, the only option is to click Sign Out. If approval is not required, the user dashboard will be displayed.

HR Admin users receive email notification when a user completes the onboarding process. Approving a user fully enables their access to PolarHR. Rejecting a user that has not completed the onboarding process correctly, requests the users to correct the details and once completed they will again be pending approval.

  1. From the New Pending Employee email, click View Employee, or select the Manage User icon from the directory.
  2. To approve the user, click Approve and confirm.
  3. To reject the user, click Reject, provide a rejection reason and click Submit.

Users that have left the company can be prevented from accessing PolarHR by having their account status set to disabled, the account can then be archived and, optionally deleted when the user details no longer need to be kept. It should be noted that deleting a user will permanently delete all associated data, including absence balance and expense claim history.

To process a leaver:

  1. As an HR Admin, from the directory, select the Manage user icon.
  2. To disable the user login, on the user profile Account tab, click Disable Login from the Permissions card and confirm.
  3. To archive the user, on the user profile Account tab, click Archive User from the Permissions card and confirm.
  4. To delete the user, on the user profile Account tab, for an archived user, click Delete User from the Permissions card and confirm.

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