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This page is currently being updated, as we are redesigning the headcount feature and gradually releasing changes. |
All Budgets and Forecasts users (contributors) can view and use the summary headcount data in 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 this tab is locked, to protect the privacy of your employee headcount data. Each user will create a password, which is used to encrypt the data.
Access 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.
Overview 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 types of users in the Budgets and Forecasts module.
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User permissions required: Budgets & Forecasts and Manage Budgets & Forecasts Only the budget owner can add a Headcount driver tab, so by default, the budget owner is also the headcount owner and the baseline for the headcount workflow. Initially, the headcount owner is also 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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User permissions required: Budgets & Forecasts and Manage Budgets & Forecasts 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 that the headcount owner losing loses their password and getting gets 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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User permission required: Budgets & Forecasts The headcount owner and administrators can add When budget users (contributors) as headcount users, then have access to the headcount feature, they become headcount users and the headcount owner and administrators can 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 manage headcount users at a global level, separate from the headcount tab setup. You invite a budget user to be a headcount user, and when they create a password, they can access the headcount tab in which they've been assigned tasks in the workflow.
Method 1 (new)
See Manage user access and notifications > Manage access to the headcount feature.
Method 2 (retiring soon)
This method will be removed soon as part of the headcount tab redesign.
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.
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Click the blue 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.
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*Explain to users that it is important to use a password that they will remember, as it cannot be recovered or reset if they forget it. |
Example
Bill was Andy, Bill, and Mark were invited to the Headcount Input tab and he created a password. The headcount owner can see that Bill is now a confirmed headcount user and therefore, headcount and accepted their invitations by creating a password. These three users are now eligible to be assigned some to tasks in the headcount workflow.
When Bill unlocks In the Headcount tab setup, the three users are eligible to be set as administrators (their names are displayed in the dropdown list), but only Andy has been given that responsibility so far.
When Andy, Bill, and Mark unlock the Headcount Input tab, he sees he has they’ll see if they’ve been assigned to two tasks in the headcount workflow . He cannot see any other headcount rows.
If Bill is not in the usual way.
Andy will be able to see all the data, as he’s an administrator, but if Bill or Mark aren’t assigned to any tasks in the headcount workflow, he will they’ll get the following message:.
Add a user as a Headcount administrator
After a user “accepts accepts the invitation” invitation by creating a password, they display their names are displayed 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.
user list on the Headcount setup > Configuration tab. If a user is still in pending status, you can’t add them as an 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 red 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.
Open the Headcount setup using one of these methods:
Click the Headcount settings button in the top-right of the screen.
Right-click the Headcount Input tab > Edit tab setup.
Click the Tab menu > Edit tab setup.
On the Configuration tab of the Headcount setup, click the Headcount administrators dropdown list and select the user(s) you want to add. Their names are displayed below the list (see example in section above).
Complete the headcount setup.
On this page
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