Users and Roles

The Users & Roles page allows the Administrator to add new users, remove exit employees accounts and update employees information if there is any change like designation, department etc. If you wish to make the user provisioning process automated by integrating with HRMS tool, please checkout Integration section for available HRMS integrations.

How to check all the existing user details

Users and Roles page allows an administrator to view all registered employee details and can download the data in excel format. To view the data:

• Login to the Thanks application.
• On the left side of the page, click Admin > Users & Roles.
• On the details page you can see the existing user details or download process the data offline in excel format.

How to add new users

Using this feature admin can add single or multiple users to the platform. To upload new users:

• Login to the Thanks application.
• On the right side of the page, click Admin > Users & Roles > Actions > Add User.
• Select option Single User.
  • First name - (Mandatory) Enter user's first name.
  • Last Name - Enter user's last name.
  • Employee Id - (Mandatory) Enter user's employee code/Id.
  • Email - (Mandatory) Enter user's official mail Id. This would be used as user login Id and for all communication purposes.
  • Mobile Number - Enter user's mobile number. This is used for triggering OTP or transactional information.
  • Department - Enter user Department. Used for analytics and reporting purpose.
  • Designation - Enter user Designation. Used for analytics and reporting purpose.
  • Employee Band - Enter user Band/grade. Used for analytics and reporting purpose.
  • Location - Enter user Location. Used for analytics and reporting purpose.
  • City - Enter user City. Used for analytics and reporting purpose.
  • Country - (Mandatory) Enter user's country. Used for rewarding and redemption purpose.
  • Date of Birth - Enter user Date of birth. Used for triggering auto birthday wishes.
  • Date of Joining - Enter user Date of joining. Used for service anniversary celebrations.
  • Date of Marriage - Enter user's marriage anniversary date. Used for auto marriage anniversary celebrations.
  • Reporting Manager Employee ID - Enter employee ID of user's reporting manager.
  • Group Name - Enter user's group name.
  • Unit Head Employee ID - Enter employee ID of user's unit head.
  • Legal Entity - Enter user's legal entity.
• After adding the details click Add User to register the user in the platform.
• This will trigger a welcome mailer to the user.
• If the Single Sign On (SSO) is not activated in your organization, then the welcome mailer will contain a link with instructions to set the first time password and login to the portal.
• Select option Bulk User.
  • Click on Download sample file to download the sample excel file to populate all the user information you want to upload.
  • After filling the excel file click on Add Bulk User > Choose File.
  • Click on the button Add Bulk User to upload all the user in bulk.

How to Update existing user information

Using this feature admin can update single or multiple users information. To update user information:

• Login to the Thanks application.
• On the right side of the page, click Admin > Users & Roles > Actions > Update User.
• Select option Single User.
  • Search user by name/email/employee Id.
  • Change user tagging - Select Do you want to assign new Group?
  • Search existing group names and tag. This will tag the user to new group and remove old group tagging.
  • Click on Update User Details to update individual user information.
• Select option Bulk User.
  • Click on Download sample file to download the sample excel file to populate all the user information you want to update.
  • After filling the excel file click on Add Bulk User > Choose File.
  • Click on the button Update Bulk User to update user information in bulk.

How to Delete exit user account

Using this feature admin can remove the accounts of resigned users form Thanks portal. Delete functionality doesn’t delete the user account permanently from system to ensure proper analytics and reports for the admin. However once the user account is deleted from this screen, users would not be able to access the platform.

• Login to the Thanks application.
• On the right side of the page, click Admin > Users & Roles > Actions > Delete User.
• Select option Single User.
  • Search user by name/email/employee Id.
  • After selecting the user click on the Delete User button to deactivate the user account.
• Select option Bulk User.
  • Select Data Type ( Based on Email-Ids, Based on Employee-Ids). As an admin you can choose whichever is unique for your organization.
  • Click on Download sample file to download the sample excel file to populate user email Id/Employee Id to remove the user accounts.
  • After filling the excel file click on Delete Bulk User > Choose File.
  • Click on the button Delete Bulk User to remove all user account from Thanks platform.

How to Manage User Roles

Using this feature admin can update single or multiple users roles. To update roles information:

• Login to the Thanks application.
• On the right side of the page, click Admin > Users & Roles > Actions > Manage Roles.
• Select option Single User.
  • Search user by name/email/employee Id.
  • After selecting the user, select Roles option.
  • Already assigned roles are pre selected as option.
  • Select new roles/Deselect existing roles and click Assign Roles buttons.
• Select option Bulk User.
  • Select Data Type ( Based on Email-Ids, Based on Employee-Ids). As an admin you can choose whichever is unique for your organization.
  • Click on Download sample file to download the sample excel file to populate user email Id/Employee Id to remove the user accounts.
  • After filling the excel file click on Assign Bulk User > Choose File.
  • Click on the button Assign Bulk User Roles to remove all user account from Thanks platform.