Who can use this feature?
Only Assembly admins can manage users in Assembly
What to expect
If you are connected to an HRIS, your employees will automatically be added and updated in Assembly, based on your connection settings
You can manually update any employee's information, regardless of whether you are connected to an HRIS or not
You can manually invite or update individual employees, or bulk invite/update employees through our .csv upload feature
Active/HRIS queued/pending/deactivated tabs
To view your employees in Assembly
Click Users in the left sidebar.
Click Manage
Active tab
Active tab shows you all employees who are currently ACTIVE in Assembly
Users become active in Assembly when
They accept their invite to Assembly and log into the platform for the first time (they move from pending to active)
They are invited directly via SFTP (SFTP is a feature only available by reaching out to your customer success manager)
Queued tab
Queued tab shows you all employees who are currently awaiting admin approval to join your Assembly from your HRIS, or are manually queued by your account manager
If your HRIS connection settings are 'Admin approval required', any new employees who join your connected HRIS group(s) will need to be approved before they are added to the platform
To approve the queued requests:
Click the individual user, or select all
Click 'Activate'
The users will be activated in your Assembly and will appear in the 'active' tab
Request tab
To be honest, this tab doesn't really do anything anymore. However, there is only one scenario in which this tab would have any users:
You are connecting to an HRIS for the first time
You set your approval settings to 'Approval required' AND 'Send invites now'
Upon finishing, the users will go to the 'Request' tab
This is a legacy behavior that we need to update; otherwise this tab will remain empty.
Pending tab
Pending tab shows you all users who have been INVITED to your platform, who have yet to accept the invite and join Assembly
This includes users who are invited either:
Manually, through this manage users page
Manually, through bulk .csv upload
Automatically, through HRIS connection
If your HRIS connection settings require an admin approval, when the admin approves the queued invitation, the employee will move into a pending state, until they accept the invite and join the platform
When an employee is in a pending state, they can accept the invite either by
Clicking the link in the invite email and following the sign up process; OR
Logging directly into https://app.joinassembly.com/login and entering their email and accepting the invite from there
You can delete a pending user or remind them to accept their invite by:
Click the individual user, or select all
Click 'Delete' to remove them as a pending user (they will move to the 'deactivated' tab)
Click 'Remind' to remind them to join your Assembly; this will send a reminder email to the selected pending employee(s)
NOTE: The email they log in with must match the email they were invited with. If your employee is experiencing any issues with logging in, please confirm the email they are logging in with is the same email displayed in the pending tab.
Deactivated tab
Deactivated tab shows you all users who have been deactivated in your Assembly; these users no longer have access to your platform.
Users can be deactivated:
Manually by any admin from the 'Active' tab
Manually by any admin from the 'Pending' or 'Queued' tabs; admins can 'delete' these users and they will appear in the deactivated tab as well
Automatically by the HRIS connection
When an employee is removed from the connected HRIS group(s), they will automatically be deactivated in Assembly
If you change the HRIS connections to sync with different group(s), any employees who are no longer in the selected groups will automatically be deactivated
To manually reactivate any user from this tab:
Select the employee(s) on the deactivated tab
Click 'Reactivate'
Manually invite new employees
You can manually invite employees to your Assembly individually, or in bulk through .csv upload
NOTE: If you are connected to an HRIS, employees will automatically be invited to your Assembly. However, you can manually invite employees at any time. If they are also part of the connected HRIS group(s) they will synch with your HRIS and be managed through the HRIS connection moving forward.
Manually invite a single employee
Click Users in the left sidebar.
Click Manage
Click 'Add user'
Enter all relevant employee data
Click 'Save'
The employee will be invited to the platform, and they will display in the 'Pending' tab until they accept the invitation and join your Assembly
Bulk invite new employees
This is a great option if you are not connected to an HRIS and you want to add multiple employees to your Assembly at a single time
Click Users in the left sidebar.
Click Manage
Click 'Bulk add via CSV'
Click 'Download .csv template'
At minimum, you must input the employee email to successfully invite them
The rest of the fields are optional, but we recommend adding as much employee information as possible
If you have default and/or custom allowances configured for your Assembly, you do not necessarily need to add allowance values here; they will be given the corresponding allowance according to your allowance settings
If you add allowance values here, they will override any allowance settings in your Allowance page.
Save the .csv, make sure it is still in .csv format
Follow steps 1-4 above, click 'Upload .csv file'
Select the .csv file you just saved in step 7
If there are any (red) errors, you must re-upload the .csv with the errors corrected
If there are any data mismatch (yellow) errors, the data will be excluded from the upload; you can correct it by re-uploading the .csv to make sure the data is included in the upload
If your .csv upload does not contain any errors, review the confirmation screen and click 'Yes, continue with upload'
The employees will be then invited to the platform, and they will display in the 'Pending' tab until they accept the invitation and join your Assembly
Editing employee data
You can manually edit any employee's data directly from this page, OR you can update employee data in bulk through .csv upload.
NOTE: If you are connected to an HRIS, your employee data will automatically sync with whatever the related fields are in the HRIS. You can manually update any missing data, or override HRIS data using the manual or .csv upload options below. If you have made any manual updates to an employee's data, the manually-updated fields will NOT sync with the HRIS; any future changes made to those fields in the HRIS will not reflect in Assembly.
Manually update individual employee data
NOTE: To understand how each employee data field functions in this edit employee modal, see the 'Employee profile details, explained' section below.
To manually edit any individual employee's data from the active/HRIS request/pending tabs:
Click Users in the left sidebar.
Click Manage
Select the individual user
Click 'Edit'
Update any relevant employee fields
Click 'Save'
Bulk update employe data via .csv
Click Users in the left sidebar.
Click Manage
Click 'Bulk add via CSV'
Click 'Download .csv template'
Add the email(s) of the employees you wish to update
The emails must match the existing employee's email in Assembly in order for any other employee data fields to update; you cannot change an employee's email via .csv
Add updated values for any of the employee data fields you would like to update; this will override existing values
You can leave fields blank which you do not wish to upload; you do not need to enter existing data
If left blank, the previous data values will remain
Save the .csv, make sure it is still in .csv format
Follow steps 1-4 above, click 'Upload .csv file'
Select the .csv file you just saved in step 8
If there are any (red) errors, you must re-upload the .csv with the errors corrected
If there are any data mismatch (yellow) errors, the data will be excluded from the upload; you can correct it by re-uploading the .csv to make sure the data is included in the upload
If your .csv upload does not contain any errors, review the confirmation screen and click 'Yes, continue with upload'
The respective employees' data will then be updated
Employee profile details, explained
Recognition permissions
Determine whether you want your employee to be able to give and/or receive recognition. There are four options:
Regular - can give and receive recognition
Giver - can only give recognition
Receiver - can only receive recognition
Observer - can neither give nor receive recognition
Allowance type
Determine what type of giving allowance you want your employee to have, default or custom.
Default - will give your employee the default allowance as determined by your allowance settings
Custom - will give your employee the custom allowance amount you designate when editing their profile details
NOTE: if they are included in a custom allowance rule within your allowance settings, and that amount is different than the amount you designate here, they will receive the higher allowance amount between the two
Employment information
Job title/department
If you are connected to an HRIS that imports these fields through the connection, these details will be automatically populated in your employees' profile details
If you manually update either of these values, they will no longer sync with the HRIS; you will need to manually update the employee if there are any changes
The list of available job titles and departments will populate based on the values passed through your HRIS; HOWEVER
You can add additional job titles/departments to the list by typing in the new value and clicking 'Add'
We do not allow employees to update their own job title/department, this must be controlled by HRIS or admins directly
Direct manager/direct reports
If you are connected to an HRIS that imports these fields through the connection, these details will be automatically populated in your employees' profile details
Additionally, if we detect during the HRIS sync that you have direct reports, you will automatically be given the 'Manager' permission (see related section below for more details)
Any changes to your direct manager or direct reports will also automatically update through HRIS sync
If you manually update either of these values, they will no longer sync with the HRIS; you will need to manually update the employee if there are any changes
If you are not connected to an HRIS, you can manually designate an employee's direct manager and/or direct reports by selecting them from the list of users in your Assembly
If you do not see the person you are looking for, ensure they have been invited to your Assembly first
We do not allow employees to update their own manager/direct reports, this must be controlled by HRIS or admins directly
Hire date/birth date
Hire date is the date you initially joined your company
If you wish to use this date to reflect a change in position within the company, you should manually update this field to reflect that date
This profile information is necessary in order to use our anniversary bot and our welcome bot
Birth date is the month/day your employee was born
This profile information is necessary in order to use our birthday bot
We do not collect the year; and your employees have the option within their own profile settings to hide the date in their profile, as well as exclude themselves from any birthday bot celebrations
If you are connected to an HRIS that imports these fields through the connection, these details will be automatically populated in your employees' profile details
If you manually update either of these values, they will no longer sync with the HRIS; you will need to manually update the employee if there are any changes or mistakes
We do not allow employees to update their own hire and birth dates, this must be controlled by HRIS or admins directly
Work location/home location
Work location is the office or work location your employee is affiliated with
Home location is the city/state/country in which your employee lives
If you are connected to an HRIS that imports these fields through the connection, these details will be automatically populated in your employees' profile details
If you manually update either of these values, they will no longer sync with the HRIS; you will need to manually update the employee if there are any changes or mistakes
We do not allow employees to update their own work/home locations, this must be controlled by HRIS or admins directly
Advanced permissions
Admin role
Giving an employee admin access will allow them to perform almost any action in Assembly, as well as give them full access to your admin dashboard
Admins also have visibility to view recognition posts given privately, as well as deleting any post in the feed
Manager role
As mentioned above in the direct manager/reports section, we will automatically give the manager role permission to any manager imported through HRIS who has at least 1 direct report
The manager role offers certain permissions for managers based on your configurations for specific features
The manager role is also a crucial part of how manager reporting works in Assembly; if a manager does not have the 'manager' role assigned to them, we will not be able to provide any data around how they and their team are using Assembly