Unified Login – Linking Employee and Manager Logins

With Unified Login, managers can access their TimeWorksPlus Employee Portal through the manager portal. When you enable this for your clients, both Client Admins and Supervisors can link their logins to their employee record for easy access to their time card, time off requests and other features of the Employee Portal.

This article explains how to enable Unified Login for your clients. It also instructs you on linking manager credentials to an employee record via Login Maintenance.

Unified Login Activation

Unified Login is a site-specific feature in Client Configuration—it is not turned on by default.
 

 
It can also be enabled for multiple sites at one time using the Multi-Client Edit feature.
 
In addition to enabling this feature for all your existing TimeWorksPlus clients, we suggest you make it a standard part of all new account setups as well.

Enabling for a Single Site

  1. Access the TimeWorksPlus Accountant Menu and select the client's site.
  2. From the Settings Menu (in the left navigational pane), choose Client Configuration.
  3. Select the Account Configuration tab.
  4. Turn on Unified Login.

Enabling for Multiple Sites

With the Multi-Client Edit tool, you can enable Unified Login for multiple clients at one time:
  1. Access the TimeWorksPlus Accountant Menu and choose Multi-Client Edit from the Client Management Tools section.
  2. Using the checkboxes on the left, select any clients for whom you want to enable Unified Login.
  3. Click the Edit button.
  4. Locate Unified Login in the list of features and select Enable.
  5. Click the Save button.
You can verify the status with the Unified Login column on the far right of the Multi Client Edit list.
 

 
About the "Mobile" Options on the Multi Client Edit
The "Mobile" functionality listed on Multi-Client Edit does not apply to our latest version of the mobile app that was released in late 2018. It refers to our legacy mobile app.

Link Logins

After enabling Unified Login for a client, managers will need their credentials linked to their employee record. An employee record is required for Unified Login. If there is no "employee" version of the manager in Employee Setup, Unified Login will not work.
 
There are three ways to link a manager login to their employee record:

Linking Logins via Login Maintenance

This video explains how you, or a Client Admin, can link a manager's login to their Employee Record. Step-by-step, written instructions, as well as special scenarios and troubleshooting, are located below.

Linking in Login Maintenance Steps

  1. Access the TimeWorksPlus Accountant Menu and select the client's site.
  2. Choose Login Maintenance from the Maintenance Menu.
  3. Click the login name of the manager you want to link.
  4. Check Select employee record under the section titled Connect this Manager to their Employee Record.


     
Once you've checked Select Employee Record, the system attempts to locate a matching employee record by email or name.



 
  1. If the pre-selected employee is correct, click Save. If the pre-selected employee is blank or incorrect, use the dropdown to select the correct employee and click Save.
The manager's login will now be linked to their employee record and they can access their Employee Portal through the management app. They will also be able to navigate back to the management app from the employee portal.
 

Which Login Should My Client Use?

We suggest managers always initiate their login to the system with their manager credentials using the manager login page. If they login directly to the Employee Portal, they cannot see the "Back to Manager" link.

Linking with Multi-Site Management

Client-level managers with Multi-Site Management can only be linked to an employee record in their home site. Also, they will only see the My Employee Portal link in their home site—they cannot access their Employee Portal from all their sites.

Managers with Multiple Manager Logins

Unified Login only allows one manager to be linked to an employee record. In some cases, managers may have both a Client-level and Supervisor-level login, or multiple Supervisor-level logins. In these cases, they will have to choose one login that they want linked to their employee account.

Troubleshooting

Follow these instructions if you or your client are having problems related to Unified Login.

Problems Linking in Login Maintenance

  1. Make sure you have enabled Unified Login for the site. See instructions at the top of this article.
  2. Check for Multi-Site Management. If you are trying to link a Client-level user with Multi-Site Management, make sure you select the user's home site. If you don't see their login listed in Login Maintenance, then the likely reason is you have selected one of the user's secondary sites.
  3. Check Employee Setup. An employee record is required for Unified Login. If there is none:
    1. Select Inactive Employees to see if the manager has a terminated employee record. If so, remove the termination date.
    2. If they don't have any employee record, add an employee record with the same first and last name as it appears in Login Maintenance.
  4. Check Name and Email in the employee record. Unified Login matches through the user's name and email. If the manager has a different name in Employee Setup and there is no match found via email, then the system won't suggest them. However, even if the system doesn't suggest a match (or suggests the wrong match), then, provided the manager has an employee record in Employee Setup, you can still use a dropdown to select the correct employee.

Problems Accessing the Employee Portal

  1. Check that the manager has a linked login. You can view this by selecting their manager record from Login Maintenance. If they don't have a connected login, you can do it for them.
  2. Check that the user is logging into the manager app first. This is the suggested flow for users: start in the manager app and then access the Employee Portal. Once they are in the Employee Portal, they will be able to navigate back.

Problems Self-linking Logins

These troubleshooting steps apply to managers who are trying to self-link their employee records through the management app:
  1. Make sure you have enabled Unified Login for their site. See instructions at the top of this article.
  2. Check for Multi-Site Management. If the user is trying to link a Client-level user with Multi-Site Management, make sure they select their home site. Then they should see the menu item for linking logins in the navigational menu.
  3. Check Employee Setup. An employee record is required for Unified Login. If there is none:
    1. Select Inactive Employees to see if the manager has a terminated employee record. If so, remove the termination date.
    2. If they don't have any employee record, add an employee record with the same first and last name as it appears in Login Maintenance.
  4. Check Name and Email in the employee record. Unified Login matches through the user's name and email. If the manager has a different name in Employee Setup and there is no match found via email, then the system won't suggest them. However, even if the system doesn't suggest a match (or suggests the wrong match), then, provided the manager has an employee record in Employee Setup, you can still use a dropdown to select the correct employee.
  5. Check that there aren't multiple employees with matches to the manager. It's possible that the system can't find a unique match due to common names or the manager's email being associated with multiple employee records. In this case, you can either clean up the duplicate data or, link the logins for the manager via Login Maintenance.
  6. Check the employee's login and password. Although they aren't required for Unified Login, in some cases the user might have to enter their employee login and password to verify their identity. If they don't have a login and password, or they have forgotten it, you may need to add/reset those values in the employee record. You could also choose to link the logins for the user yourself via Login Maintenance.

FAQ

I'm trying (or "My client is trying") to link managers in Login Maintenance, but I don't see the employee.
Make sure the manager has a record in Employee Setup. If they don't, then you will need to add each of those before linking via Unified Login.
 
What if I linked the wrong users? Can I unlink the logins?
Yes, this can be done by returning to the individual's Login Maintenance page and, in the same section where you linked the account, click Clear Employee Record.
 
Why does a manager still need an employee login to access the Employee Portal? Can't the manager just be both a manager and employee?
Unified Login simply links a manager with an existing employee record, it does not automatically add a manager as an employee.
 
Do I have to link all my client's managers? They have a lot of managers.
No, the great thing about Unified Login is that managers can do it for themselves. After you enable Unified Login, we suggest you provide your client this article: How-to: Access Your Employee Portal through the Manager App.
 
How do managers self-link to the correct employee login?
When a Client or Supervisor-level user self-links their accounts, the system will suggest a match based on email and name. If it can't find a match, they will need to enter their employee login and password. If the suggestion is wrong, the manager can click Clear Selected Employee and they will need to enter their employee login and password.
 
What if a user changes their password on either their manager or employee account?
Resetting or changing a password has no effect on login link.
 
Can I turn off Unified Login after I've enabled it?
Yes, if you have enabled Unified Login and now want to disable it, you can do so through Account Configuration or the Multi Site Edit. This will remove the links a user sees in the portals that allow them to access the other site. Disabling Unified Login will not erase any of the links between logins, they will be preserved in our database.

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