About the user profile fields
Looking for help with this feature in Polaris? Check out About the user profile fields in the Polaris help.
A user's user profile is where you'll assign them their features and settings, such as their permissions and timesheet templates. Fields in a user’s profile are organized into the following categories, each with its own setup page:
Refer to the sections below for information about the key fields available on each page. What fields are available depends on the products you are using.
Be sure to check the FAQs section at the bottom of this page, for more information on user profile fields.
Be sure to click the save button on each page you edit. Changes are not saved by default.
You can set defaults for some of the user profile fields at Administration > Employees and Organization > User Settings, in the New User Defaults section.
User Profile
|
Field name |
Description |
Is setup required before assigning to users? |
|---|---|---|
|
|
The email address of the user. The email addresses cannot include non-ASCII characters, including accented characters. |
No, but you can configure the default email formula to match your organization's requirements at: Administration > Employees and Organization > User Settings |
|
Display Name |
Specifies the name that displays for the user throughout Replicon. Use this option only if you don't want the default – the user's first and last name – to display. You can use their nickname, their department, or whatever helps identify who they are. This option is useful, for example, if you have duplicate users, and the login name (which is appended to duplicate names) is an alphanumeric code, as is the case in some SSO implementations. |
No |
|
Login Name |
Identifies the user’s login name, which must be unique in the system. If you’ve set up a formula, the login name will be automatically generated. If you see a Login Name already exists error when you try to add a new user, but you can't find that login name in use, it may belong to a disabled user; you can check this by enabling the Disabled option on the Users list page.
|
No, but you can configure the default login name formula to match your organization's requirements at: Administration > Employees and Organization > User Settings |
|
Authentication Type |
Specifies the type of authentication the user will use – SSO, if they will use a single sign-on option like SAML or ADP, or Replicon Internal, if they will not |
Yes, any SSO providers you require must be set up before you can assign them to users For more information, refer to Setting up single sign-on and Using SAML for single sign-on |
|
Authentication ID |
For those using an OpenID Connect option, indicates the field used to identify this user in the SSO provider application |
See Authentication Type field above |
|
Password |
Specifies a new password for the user. Typically only used in conjunction with the Force password change on next login field. Applies only to those using Web TimeSheet Internal authentication. |
No, but you can reconfigure the default password complexity rules at: Administration > System and Security > Security Settings |
|
Force password change on next login |
Indicates that the user will need to create a new password next time they log in, as a security precaution. Applies only to those using Web TimeSheet Internal authentication. |
No. This setting is enabled by default. |
|
Multi-Factor Authentication |
Allows you to assign temporary one-time password (TOTP) or email authentication to the user, as an extra layer of security, beyond their password. |
Default values are in place, but you may choose to update them at: Administration > System and Security > Security Settings For more information, refer to Setting up multi-factor authentication (MFA) for your employees |
|
Project Roles |
The user's default primary and secondary roles, for use in resourcing |
Yes, set up project roles at: Administration > Employees and Organization > Project Roles For more information, refer to Setting up placeholder roles |
|
Supervisor |
Assigns a supervisor to the user, who will have the ability to manage the user’s timesheets, expense sheets, and time off bookings. Supervisor assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new supervisor before the change becomes effective. |
Users who will act as supervisors must be added before you can assign them. Set up users at: Administration > Employees and Organization > Users For more information, refer to Adding users and assigning them user profile settings |
|
Department |
Assigns the user to a department. If you're using our new department and employee type groups, this field will be available on the Groups tab. |
Yes, set up departments at: Administration > Employees and Organization > Users |
|
Employee Type |
Assigns the user an employee type (for example, Contractor or Full-time Salaried) If you're using our new department and employee type groups, this field will be available on the Groups tab. |
Yes, set up employee types at: Administration > Employees and Organization > Employee Types For more information, refer to Setting up employee types |
|
Defines what hours and days qualify as overtime for the user, and at what rate or rates overtime will be paid If you are using timesheets based on the Configurable timesheet format, assign pay rules rather than overtime rules. |
Yes, set up overtime rules at: Administration > Pay Codes and Policies > Overtime Rules For more information, refer to Creating overtime rules |
|
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Language |
Sets the language the interface will display in This feature is only available if you use our Multilingual product. Talk to your Customer Success manager or Replicon Support for more information. |
|
|
Number Format |
Specifies the format the numbers display in. This is a view-only field and can be configured on the user settings page. |
|
|
<User custom fields> |
If you've added User-type custom fields to your system to gather more details about users, those fields will appear at the end of the User Profile section |
Yes, if you require user custom fields, set them up at: Administration > Employees and Organization > User Settings For more information, refer to Creating custom fields |
Licenses
|
Field name |
Description |
Is setup required before assigning to users?
|
|---|---|---|
|
Login Status |
Determines if a user can log in to Replicon (Enabled) or if they can't (Disabled) |
No |
|
Product Status |
If set to ON, grants the user a license for that product |
Yes, you need to add products to your system before they can be assigned. |
Skills
|
Field name |
Description |
|
|---|---|---|
|
Skills |
Displays all skills that have been assigned to the user, for use in resourcing. Click the You can also assign skills from the Projects > Resources page. |
Yes, set up skills and their levels at: Administration > Employees and Organization > Skills For more information, refer to Setting up skills to assign to resources |
|
Level |
Skill level of the user for the skill shown in that row |
Yes, see above |
icon in the Action column to delete the skill.Roles & Permissions
|
Field name |
Description |
Is setup required before assigning to users? |
|---|---|---|
|
Permission |
Assigns the user one or more permission sets. Permission sets help to determine what actions the user can take and what data they can access. |
Yes, set up permissions at: Administration > Employees and Organization > Permissions Sets For more information, refer to Setting up permissions |
|
Access |
Specifies which groups the user has access to under that role. Only available to Enterprise-level customers. |
Yes, set up groups at: Administration > Employees and Organization For more information, refer to Limiting which groups a user can access |
Groups
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Location |
Defines which location the user belongs to. Locations can be used to organize and filter users. Only available to Plus and Enterprise-level customers. |
Yes, set up locations at: Administration > Employees and Organization > Locations For more information, refer to Setting up locations |
|
Division, Service Center, and Cost Center |
Defines which groups the user belongs to. A user's assigned groups may affect whether other user's can access their data. The groups may have different names if you have customized them. Group assignments are associated with an effective date, so you can retain a history of them, and so you can assign users to new groups before the change becomes effective. Also, if you use our Payroll Workbench, you can filter by group on that page, which allows you to select exactly who's eligible to be included in each pay run. Only available to Enterprise-level customers. If you're using our new department and employee type groups, and you have those options enabled, they will also be available to assign on the groups tab. |
Yes, set up groups at: Administration > Employees and Organization For more information, refer to Setting up groups |
Punch Time Entry
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Punch Entry Policy |
Assigns a punch entry policy to the user, which allows them to create punches from the type of device specified (for example, CloudClock or mobile apps) and defines their time punch settings |
Yes, set up punch entry policies at: Administration > Punch Time Entry > Punch Entry Policies For more information, refer to Setting up punch entry policies |
|
Set Default Activity |
Assigns a default punch activity to the user. This activity will automatically be selected for the user when they are punching in. |
Yes, set up activities at: Administration > Timesheets > Activities For more information, refer to Setting up activities |
|
Places |
Assigns a place, which is a virtual fence that defines the user’s work site. Places display as blue circles on punch maps, and can be used by supervisors to visually identify or automatically flag (1) punches that fall outside the user’s assigned place. Refer to Creating places for more information. At any one time, the user can be assigned either a single place or all places enabled in your system. To assign a place to a user:
Place assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new place before the change becomes effective. (1) Requires the Punching at work location punch validation rule. |
Yes, set up places at: Administration > Punch Time Entry > Places For more information, refer to Creating places |
Timesheets
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Timesheet Template |
Assigns the user a timesheet template, which gives them access to a timesheet and defines their timesheet settings |
Yes, set up timesheet templates at: Administration > Timesheets > Timesheet Templates For more information, refer to Setting up timesheet templates |
|
Timesheet Period Type |
Defines how often the user's timesheets are submitted for approval. If you're using our new timesheet periods, timesheet period assignments will be associated with an effective date, so you can retain a history of them, and so you can assign a user a new type before the change becomes effective. |
Yes, set up timesheet periods at: Administration > Timesheets > Timesheet Periods For more information, refer to Setting up timesheet periods You can set the default timesheet period type that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
|
Timesheet Approval Path |
Specifies the approvers who will approve the user’s timesheet, and the sequence of approval |
Yes, set up timesheet approval paths at: Administration > Timesheets > Timesheet Approval Paths For more information, refer to Setting up approval paths You can set the default timesheet approval path that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
|
Time Entry Approval Path |
Specifies the approvers who will approve the user’s time entries, and the sequence of approval. This is typically the project manager. |
Yes, set up time entry approval paths at: Administration > Timesheets > Time Entry Approval Paths For more information, refer to Setting up approval paths You can set the default time entry approval path that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
|
Validation Rule |
Defines the minimum or maximum number of hours that must be entered before a timesheet can be submitted This field applies to the Standard and In/Out timesheet formats. If you are using the Configurable timesheet format, validation rules are assigned in the template. |
Yes, set up timesheet validation rules at: Administration > Timesheets > Timesheet Validation Rules For more information, refer to Setting up timesheet validation rules |
|
Activities |
Identifies activities the user can enter time against in their timesheet. The activities option must be enabled in the user’s assigned timesheet template before activities will display in their timesheet. |
Yes, set up activities at: Administration > Timesheets > Activities For more information, refer to Setting up activities |
Banks
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Choose Bank |
Assigns a specific bank to the employee |
Yes, set up banks at: Administration > Timesheets > Bank Rules For more information, refer to Setting up banks |
|
Choose Operation |
Defines whether you are adding or adjusting the bank for the user or removing the bank from the user's profile |
|
|
Bank Adjustment |
Specifies a bank balance now, or schedules a future bank balance adjustment |
Time Off
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Time Off Template |
Assigns the user a time off template, which allows them to book time off and defines their time off settings |
Yes, set up time off templates at: Administration > Time Off > Time Off Templates For more information, refer to Setting up time off templates |
|
Time Off Calendar Visibility |
You may have this option if you're using an enterprise-level product. If the time off template selected above has the Show Other Users' Time Off in Calendar option enabled, you will be able to use this field to limit which users are available to display in the user's time off calendar, based on what groups each user is assigned to. For example, you could allow only users in the Implementation department to be displayed in this user's time off calendar.
|
Yes, set up calendar visibility at: Administration > Time Off > Time Off Templates |
|
Time Off Approval Path |
Specifies the approvers who will approve the user’s time off bookings, and the sequence of approval |
Yes, set up time off approval paths at: Administration > Time Off > Time Off Approval Paths For more information, refer to Setting up approval paths You can set the default time off approval path that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
|
Time Off Types |
Determine whether the user can book time off against each time off type, and their balance, accrual, and reset settings for each type |
Yes, set up time off types at: Administration > Time Off > Time Off Types For more information, refer to Setting up time off types |
Expenses
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Expense Template |
Assigns the user an expense template, which allows them to enter expenses and defines their expense settings |
Yes, set up expense templates at: Administration > Expenses > Expense Templates For more information, refer to Setting up expense templates |
|
Expense Approval Path |
Specifies the approvers who will approve the user’s expense sheet, and the sequence of approval |
Yes, set up expense approval paths at: Administration > Expenses > Expense Approval Paths For more information, refer to Setting up approval paths You can set the default expense approval path that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
Schedule
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Time Zone |
Assigns the user a time zone, for organizations that have offices in multiple locations across the world |
You can set the default time zone that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
|
Work Week |
Assigns the user a work week, which is used in certain overtime rule and validation rule calculations |
You can set the default work week that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
|
Holiday Calendar |
Assigns the user a holiday calendar, which identifies the statutory (civic) holidays that appear in the user's timesheet and time off calendar |
Yes, set up timesheet templates at: Administration > Company > Holiday Calendars For more information, refer to Setting up holiday calendars You can set the default holiday calendar that will apply to newly-added users at: Administration > Employees and Organization > User Settings |
|
Add Holiday Bookings |
Click this link to add a holiday booking for each holiday that appears in the user’s assigned holiday calendar. A booking is not added on days with an existing holiday booking. Refer to Adding multiple holiday bookings at once for more details. You can use this option in conjunction with the holiday booking auto-population option, to manage holiday bookings. To correct holiday bookings, you’ll first need to delete the error bookings, as this action does not update existing bookings. |
Yes, users must have a holiday time off type set up. Set up time off types at: Administration > Time Off > Time Off Types For more information, refer to Setting up time off types |
|
Schedule Type |
Assigns the user an office schedule or, if Shift Schedule is selected, enables them for shift scheduling If you change a user's office schedule (either by changing the schedule assignment or editing the office schedule directly) and:
The user's bookings for that period will be reopened so the time taken can be recalculated based on their new schedule. After the recalculation, the system will attempt to return the bookings to their previous approval state. We recommend you review the user's bookings to ensure they were all successfully resubmitted. Schedule assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new schedule before the change becomes effective. |
Yes, set up office schedules at: Administration > Schedules > Office Schedules For more information, refer to Defining work days and times using office schedules Shift schedules are added after you've created the user. |
Payroll
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Assigns a pay rule to the user, which defines what hours and days qualify as overtime for the user, and at what rate or rates overtime will be paid If you are using the Standard timesheet format or the In/Out timesheet format, assign overtime rules rather than pay rules. Pay rule assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new pay rule before the change becomes effective. |
Yes, set up pay rules at: Administration > Pay Codes and Policies > Pay Rules For more information, refer to Setting up pay rules |
|
|
Pay Rates |
Assigns pay rates to the user, or activity-based pay rates |
If you're assigning activity-based pay rates, you must do some setup before you can assign them to users. For more information, refer to Setting up activity-based pay rates You can also assign pay rates from a single location at: Administration > Pay Codes and Policies > Pay Rates |
Billing & Cost
This tab may be called Cost, if you don't have access to billing features.
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Default Billing Rate |
Assigns the user a billing rate, used to calculate billable amounts for project work. This rate can be changed within each project. |
No |
|
Hourly Cost |
Assigns the user an hourly cost rate, used to calculate project costs. Hourly cost assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new rate before the change becomes effective. |
No |
|
Cost Normalization Rule |
Determines whether costs for the user will be normalized in Replicon, and defines certain cost normalization settings. Cost normalization rule assignments are associated with an effective date, so you can retain a history of them, and so you can assign a user a new rule before the change becomes effective. |
Yes, set up cost normalization rules at: Administration > Projects > Cost Normalization Rules For more information, refer to Setting up cost normalization rules |
Notifications
|
Field name |
Description | Is setup required before assigning to users? |
|---|---|---|
|
Notifications |
Assigns the user notifications that are then automatically sent to them by the system. If you turn on a category, all enabled notifications from that category will be sent to the user. Specifying whether notifications are sent on days off These settings can help companies comply with 'right to disconnect' legislation that is in effect in some locations, or can be used by any company seeking to promote work/life balance. Notifications can be sent:
When you select one of the latter two options, you'll be given a Limit to work hours check box that allows you to choose whether shift schedule workers are affected by the selection; if enabled, they will only be sent messages during their scheduled work hours. Scheduled reports will also not be sent on no-message days. If a message isn’t sent due to a ‘right to disconnect’ setting, what happens to it?
|
Yes, set up notifications at: Administration > Notifications System > Notifications For more information, refer to Setting up automated mobile and email notifications |
FAQs
How do I enable or disable a user and their user profile?
Refer to Enabling, disabling, and deleting users for information on how to enable a user.
Where can we capture more details about users?
You can add User-type custom fields to the application, for capturing additional information about users. Once added, these fields display at the end of the User Profile section of user profiles. They can be included in many reports.
Refer to Creating custom fields for more information.
If we move a user from one department to another, is a record of their old department retained?
No, department assignments are not associated with an effective date, so you can only view a user's current department in reports that show their historical data.
What should we do if two users have the same first and last name?
Users with the same first and last name can be distinguished within Replicon by their login name; only login names must be unique.
However, you can assign each user a display name, which will be used throughout the application, to further differentiate user names.
Can we allow a user without administrator permissions to change their own password or email addresses?
Users can update their own password at any time on their Settings page, accessed by clicking the 
icon located in the bottom, left-hand corner of the application. They cannot, however, update their email address.
I've added a supervisor; why does the Supervisor field still say None?
Only the user's current supervisor will display. Confirm that the supervisor was not added for a future time period.
Is it possible to assign two authentication types to a single user?
No. Each user can only be assigned either SSO or Web Timesheet Internal authentication.
Why can't I see some of these fields?
If a field isn't available in your instance, it may not be supported in your product. Or, permission for that field may be disabled in your administrator permission set.
I created a user, but I can't see their name in the Users list
The user's account may have become disabled somehow. Check that the User Status field in the top, right-hand corner of the Administration > Users page is set to All, so disabled users display, too.
Related links
Adding and editing users
Editing multiple users at once
Deleting or disabling users
Viewing who made changes to user profiles
Using data import to mass add, update, and delete data
