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Manage Users in Assembly

Learn how to manage your employees in admin, manually invite employees, and update employee data.

K
Written by Katya Bachrouche
Updated over 3 weeks ago

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

  1. Go to https://admin.joinassembly.com/

  2. Click Users in the left sidebar.

  3. Click Manage

Active tab

Active tab shows you all employees who are currently ACTIVE in Assembly

  1. Users become active in Assembly when

    1. They accept their invite to Assembly and log into the platform for the first time (they move from pending to active)

    2. 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

  1. 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:

  1. Click the individual user, or select all

  2. Click 'Activate'

  3. 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:

  1. You are connecting to an HRIS for the first time

  2. You set your approval settings to 'Approval required' AND 'Send invites now'

  3. 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

  1. This includes users who are invited either:

    1. Manually, through this manage users page

    2. Manually, through bulk .csv upload

    3. Automatically, through HRIS connection

      1. 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

  2. When an employee is in a pending state, they can accept the invite either by

    1. Clicking the link in the invite email and following the sign up process; OR

    2. 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:

  1. Click the individual user, or select all

  2. Click 'Delete' to remove them as a pending user (they will move to the 'deactivated' tab)

  3. 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:

  1. Manually by any admin from the 'Active' tab

  2. 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

  3. Automatically by the HRIS connection

    1. When an employee is removed from the connected HRIS group(s), they will automatically be deactivated in Assembly

    2. 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:

  1. Select the employee(s) on the deactivated tab

  2. 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

  1. Go to https://admin.joinassembly.com/

  2. Click Users in the left sidebar.

  3. Click Manage

  4. Click 'Add user'

  5. Enter all relevant employee data

  6. Click 'Save'

  7. 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

  1. Go to https://admin.joinassembly.com/

  2. Click Users in the left sidebar.

  3. Click Manage

  4. Click 'Bulk add via CSV'

  5. Click 'Download .csv template'

  6. At minimum, you must input the employee email to successfully invite them

    1. The rest of the fields are optional, but we recommend adding as much employee information as possible

    2. 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

      1. If you add allowance values here, they will override any allowance settings in your Allowance page.

  7. Save the .csv, make sure it is still in .csv format

  8. Follow steps 1-4 above, click 'Upload .csv file'

  9. Select the .csv file you just saved in step 7

    1. If there are any (red) errors, you must re-upload the .csv with the errors corrected

    2. 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

  10. If your .csv upload does not contain any errors, review the confirmation screen and click 'Yes, continue with upload'

  11. 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:

  1. Go to https://admin.joinassembly.com/

  2. Click Users in the left sidebar.

  3. Click Manage

  4. Select the individual user

  5. Click 'Edit'

  6. Update any relevant employee fields

  7. Click 'Save'

Bulk update employe data via .csv

  1. Go to https://admin.joinassembly.com/

  2. Click Users in the left sidebar.

  3. Click Manage

  4. Click 'Bulk add via CSV'

  5. Click 'Download .csv template'

  6. Add the email(s) of the employees you wish to update

    1. 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

  7. Add updated values for any of the employee data fields you would like to update; this will override existing values

    1. You can leave fields blank which you do not wish to upload; you do not need to enter existing data

    2. If left blank, the previous data values will remain

  8. Save the .csv, make sure it is still in .csv format

  9. Follow steps 1-4 above, click 'Upload .csv file'

  10. Select the .csv file you just saved in step 8

    1. If there are any (red) errors, you must re-upload the .csv with the errors corrected

    2. 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

  11. If your .csv upload does not contain any errors, review the confirmation screen and click 'Yes, continue with upload'

  12. 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:

  1. Regular - can give and receive recognition

  2. Giver - can only give recognition

  3. Receiver - can only receive recognition

  4. Observer - can neither give nor receive recognition

Allowance type

Determine what type of giving allowance you want your employee to have, default or custom.

  1. Default - will give your employee the default allowance as determined by your allowance settings

  2. Custom - will give your employee the custom allowance amount you designate when editing their profile details

    1. 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

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