Overview
This release introduces the ability to send employees in Access People Planner as username users to Access Workspace, important bug fixes, and security updates designed to make Access People Planner more robust and user-friendly.
New feature: Username users in Access Workspace
Access People Planner now supports sending employees as username users to Access Workspace, providing an alternative to email-based logins. This feature is ideal for organisations where employees do not have work email addresses, ensuring everyone can access and utilise Access Workspace features.
Prerequisites
Access People Planner must be integrated with Access Workspace.
Your Access Workspace organisation must be enabled to allow username users. If not, you'll not have access to the 'Create Employees as Access Workspace Username Users' option in Access People Planner.
Enable employee username users
Settings update
The Access Workspace settings page in Access People Planner now includes an option to create employees as Access Workspace username users.
This is part of the settings screens in Settings / Other / Integration / Integration settings / Access Workspace
The option will only be available if your Access Workspace environment allows Username logins.
Enable 'Create Employees as Access Workspace Username Users'
When enabled, Access People Planner sends employees as username users to Access Workspace.
Usernames automatically generate based on an employee's first and last names, for example John.Smith. If the username already exists, a numerical suffix is added, for example John.Smith1, John.Smith2 etc.
📌Note: You can enable both 'Create Employees as Access Workspace Email Users' and 'Create Employees as Access Workspace Username Users' simultaneously. If you have both enabled, Access People Planner first attempts to create and employee as an email user, then if no email exists, creates them as a username user.
Next steps for username users
Once a username is created, an administrator must complete the following steps for the employee to log in.
Log in to Access Workspace.
In the top-right, click the members section.
Find the username user.
Select the user and set a temporary password.
Share the username and password with the employee.
Employees can then log in and create their Access Workspace password to access all assigned products.
📌Note: Employees with an email login will receive an email invite to join Access Workspace and do not need a temporary password. This is existing functionality! Additionally, administrators can switch an employee from an email account to a username account or vice versa in the Access Workspace member section.
New Linked Account field in employee record
The Employee Communication tab now include an 'Access Workspace Linked Account' field, displaying the employee's login details (email or username). If no linked Access Workspace account exists, a tooltip indicates this when hovering over the blank field.
HR export updates
The HR export under HR / Employee / Exports / Employee now include two additional fields.
Linked AWS ID: Displays and populates with the employee's unique Access Workspace IDs. This is not the linked account the employee uses to log in.
Linked AWS Account?: Indicates whether the employees has a linked Access Workspace account with a Y or N.
New feature: Invoice format settings options
Two new options have been added to the invoice settings under Settings / Finance / Invoice / Invoice Format / [Select record] / Other tab.
Hide Total Visit Column in Detail
This will be available as a configurable options when the Invoice Format is set to:
By Service Type + Rate
By W/E Date + Service Type + Rate
The invoice format type is set under Settings / Finance / Invoice / Invoice Format / [Select record] / General details / Detail Type.
Hide Total Hours Column in Detail
This will be available as configurable option when the Invoice Format is set to:
By Service Location
Enabling or disabling these options determines whether the invoice PDF generated from the Invoice Management screen shows or hides the total visit count or total visit durable under the Details header.
Bug fixes
We've resolved several bugs to enhance your experience.
Service Location - Dashboard | The Service Location Dashboard is encountering an error. |
Dashboard - Event | Events on the dashboard are being deleted based on employee terminated status. |
CRM – Performance | The CRM system is experiencing performance delays. |
Rota - Hide Hours | The Hide Hours setting is not being applied when configured by Service Location. |
Timeline - Dashboard | The Service Type Chart on the Planning Dashboard does not display duties correctly when the Employee not Required option is checked, and the title is incorrect. |
Timeline - Weekly View | Duties are not visible in the Weekly View of the Timeline when the Service Location Branch and Area are changed mid-week. |
Integration – Access Select HR | Negative holiday adjustments are being incorrectly reapplied after being initially applied. |
Employee - Portal | Rotas on the Employee Portal are being displayed out of order. |
Employee - Travel | Travel expenses are not being paid for certain visits. |
Service Location - Notes | Exported service location notes that exceed the width limit are not visible. |
Timeline - Service requirement | Service requirements are incorrectly displayed as duplicate visits on the planning screen. |
Release timeline
Demo and UAT sites: Thursday 5 December 2024.
Live sites: Week commencing Monday 9 December 2024.
Deployment type: Automatic.
Component: Full release.
📌Note: You may experience intermittent service for up to 30 minutes during the deployment process. We apologise for any inconvenience and appreciate your patience as we work to enhance your system.