Employee management > Employees > Add employees to group

Add employees to group

The group action functionality available via the Employee Administration screen allows you to add or remove groups of employees to or from:

• charge groups
• report groups
• rate groups
• rights groups, or
• approval roles.

If you have been allocated the Admin - Bulk Manager Changes access right, it also lets you change the manager for an entire group of employees in just a few steps. Without this right, the administrator has to enter each employee record individually.

To perform an action for one, or more than one, employee:

1. Click the Employees button on the Administration Overview diagram (Employee view).

   The Employee Administration screen appears.

2. Click Search at the top-right of the screen.

   The Employee Search window appears.

3. Use the search criteria defined in the Search for employee procedure to narrow the search for the employee you want.

   The Employee Administration screen re-appears, displaying the search results table.

4. Select the check box for the employees you want to perform a group action on.
5. Click Manage selected employees at the bottom of the list of employees. If you want to select all employees, select the check box before Employee Name.

   The Employee Management window appears.

6. Select the applicable action tab from the sidebar.
7. Click next to the group(s) you want to update for the selected employee(s). Alternatively, if you want to update the selected employee(s) against all groups in this tab, use the add or remove buttons next to the All option (at the top of the list).

   Note: To discard an update, click the add or remove button again.

8. If you want to specify a date from which to automatically remove the employee(s) from this group, click the calendar next to Expiry (Optional) and select a date. Note: This is of benefit to organizations who want to grant temporary access for an employee to a group.
9. Click Done to save your changes before you close the window or move to another tab. Note: If you select another tab in the sidebar before you save, a message will appear and prompt you to save or discard your changes before the new tab opens.

   Note: A Cancel button is also available and can be used to discard all unsaved updates made in the current tab.

If the Change Managers action is an available action and you select that, an Employee Search dialogue box appears, allowing you to search for the new manager and select the manager level you are changing.

The selected employees continue to have selected checkboxes as you may want to perform more functions. To remove this default, clear the checkbox of the selected employees.

Charge groups

If you want to assign an employee to multiple charge groups, we recommend that you create a single charge group such as "All Codes." This means you can use the export functionality by clicking HR Format on the Employee Administration screen without exceeding the 1000 character limit of the Charge Group Name field in the exported HR file.

Approval roles

In order for cardholders to be able to request credit limit changes, they need to be part of Credit Limit 1 or Credit Limit 2 under Approvee group. Based on the approvee group assigned, the requests appear in the relevant approver's list.

Add either one of following two approval roles options in the Approvee section for employees:

• Credit Limit 1 – This option sends the credit limit request for approval to account hierarchy approvers (administrators).
• Credit Limit 2 – This option sends the credit limit request for approval first to direct manager and then to account hierarchy approvers (administrators) if the direct manager approves it.

Warning: If both Credit Limit 1 and Credit Limit 2 options are selected for selected employees, the account hierarchy approvers (administrators) will receive the same approval request twice. It is recommended that the employee is assigned to only one of the two options and not both.