User Type is used to define what type of user an employee is in the system. It determines the user’s overall role and access level within HRMS. The system provides two predefined User Types: Payroll User Employee User Difference Between User Type and Access Group: Access Group Controls what modules and functions a user can access. Can be created and customised based on company needs. User Type Determines whether a user is a Payroll User or Employee User. Acts as a system-level role switch. ℹ️ Notes: If an employee needs to process payroll, the User Type and Access Group must be set to Payroll User. If either is incorrect, the employee will not have the required permissions. Only Subscriber or Administrator users can access Administration to change User Types. Steps to Change a User’s User Type: Go to Administration. Locate the user and click the pencil icon. Select Payroll User or Employee User at the User Type column. Click the diskette (save) icon to save.

Audit Trail is used to view the history of actions performed in the system. It helps administrators track user activities, monitor changes, and ensure system transparency and security. Steps to View Audit Trial: Go to Administration. Go to Company Logs. Filter the From and To date, then click Load. The system will display all user activities within the selected date range. Expand Ask AI if needed. Enter the required details or query, then click Ask to quickly retrieve related information. Click Detect Anomalies to identify unusual or suspicious activities within the HRMS system.

Users can be invited in Administration by the Subscriber to grant access to the HRMS system as an employee or payroll user. Steps to Invite a New User: Go to Administration. Go to User Maintenance. Click + Add User. Choose one of the following options: Create New – Select if the email has not been registered in the AutoCount Cloud Portal. Attach Existing User – Select if the email is already registered in the AutoCount Cloud Portal and needs to be linked to this company. Enter the user details: Email – Enter the user’s email address User Type – Select: Employee User Payroll User Access Group – Select the appropriate access group. Employee – Link the user to an employee record. Name – Required only for Create New. Password – Required only for Create New. Confirm Password – Required only for Create New. Click Save. After Invitation is sent, new users will receive a confirmation email and must verify before logging in. Existing users will receive an invitation to join the company and can log in using their existing AutoCount credentials.

The Subscriber can remove a system user through the Administration module when the account is no longer required or needs to be deactivated from the system. Steps to Remove a User: Go to Administration. Under User Maintenance, locate the user and click the trash bin icon. Click Yes to confirm.

Subscribers can view and download their subscription invoices through the Administration module. Steps to Acquire Invoice via Administration: Go to Administration. Go to Billing. Locate the invoice you wish to download. Click the PDF icon to download the invoice. For invoices issued before 2024, you may also click the Excel icon to download the invoice in Excel format.  ℹ️Note: The Export Excel function is only available for invoices issued before 2024. For invoices issued from 2024 onwards, invoices are available in PDF format only, following the system's transition from a post-paid to a pre-paid billing model.