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All users who have access to the Budgets and Forecasts module will be able to access the data in the Headcount Output tab. However, the data in the users (contributors) can view the Headcount Output tab.
Due to the sensitive nature of your organization’s headcount data, the Headcount Input tab requires an additional level of user security. Therefore, the Headcount Input tab is locked. This additional layer of security protects , to protect the privacy of your employee headcount data.
Users cannot access the data in the Headcount Input tab until you invite them to do so, and assign them to a row in the workflow. It is recommended that you have an administrator. Having an administrator reduces the risk of losing your headcount data because if you (budget owner) ever forget your passwordAccess to the Headcount Input tab is controlled by the headcount owner and administrators, as summarized in the following diagram. See the example below for screenshots of what the users see during this process.
Image AddedOverview of headcount users
Expand the sections below to learn about the types of users that are specific to the Headcount driver. These users are similar to (but not the same as) the three types of users in the Budgets and Forecasts module.
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Only the budget owner can add a Headcount driver tab, so by default, the budget owner is also the headcount owner. Initially, the headcount owner is the only headcount administrator, and the only user who can view the Headcount Input tab. The headcount owner enables other users to view and use the Headcount Input tab by taking the following two steps:
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The headcount owner can add headcount users as headcount administrators. Headcount administrators can view all the rows in the Headcount Input tab (not just the rows to which they have been assigned in the workflow). The key reason for having a headcount administrator is to ensure that someone in your organization (other than the headcount owner) has full access to the Headcount Input tab. In the event of the headcount owner losing their password and getting locked out of the tab, the administrator can unlock the tab and retrieve |
the headcount data. In addition to |
the above safeguard, |
the headcount administrator can:
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A headcount administrator is different to a budget administrator
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The headcount owner and administrators can add budget users (contributors) as headcount users, then assign them to rows in the workflow. In the Headcount Input tab, headcount users can view only the rows to which they have been assigned. |
Invite a user to the Headcount Input tab
You can invite users when you are setting up the Headcount driver tab initially, or afterwards.
Select the applicable option:
If you are in the process of setting up the Headcount driver tab and the settings window is open, click the User Management tab.
If you have already set up the Headcount driver tab, click the Headcount settings button in the header to open the settings window, then click the User Management tab.
Click the users Open button and select the user you want to add, then click Save and close.
Inform the user of their access to the headcount data and tell them to create a password.
Proceed to add the user as an administrator, if required.
Example
Bill was invited to the Headcount Input tab and he created a password, so he now displays in the headcount user list. As a headcount user, Bill was . The headcount owner can see that Bill is now a confirmed headcount user and therefore, eligible to be assigned some tasks in the headcount workflow.
When Bill unlocks the Headcount Input tab, he sees he has been assigned to two tasks in the headcount workflow. He cannot see any other headcount rows.
If Bill is not assigned to any tasks in the headcount workflow, he will get the following message:
Image RemovedImage AddedAdd a user as a Headcount administrator
After a user “accepts the invitation” by creating a password, they display in the potential administrators list.
Click the Headcount settings button.
Click the Headcount admins Open button and select the user you want to add, then click Save and close.
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Troubleshooting: If a user is still in pending status, you can’t add them as administrator. Ensure you close the settings window after adding the user, and refresh your screen. If the user continues to display as pending, contact the user to remind them to create a password. |
Example
In the first image below, Jordena was invited to use the headcount driver; the Pending icon next to her name indicates she has not yet created a password. In the second image, the Pending icon no longer displays, so Jordena is a confirmed headcount user and can be added as an administrator.
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