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 Headcount Input tab is locked. This additional layer of security protects 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 password, the administrator can unlock the tab and retrieve your headcount data. In addition to this safeguard, a headcount administrator can:
Import, add and adjust headcount data
Add other headcount users and administrators
Assign users to rows in the headcount workflow (the baseline remains assigned to you,)
A headcount administrator is different to a budget administrator.
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 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 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 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:
Add 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.
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.
