Manage Headcount driver users
- Denise McGettigan
All Budgets & Forecasts users (contributors) can view and use the summary headcount data in the Headcount Output tab. However, due to the sensitive nature of your organization’s headcount data, the Headcount Input tab requires an additional level of user security.
Before you start - learn about headcount access and users
To protect the privacy of your employee headcount data, each user needs:
Access to the headcount. The Headcount Input tab is locked with a password that is used to encrypt the data. Each user who is invited to use the tab needs to create their own password.
Access to the data. Even if a user has access to the Headcount Input tab, they can only see the rows to which they are assigned in the workflow.
There are three types of headcount users. These users are similar to (but not the same as) the types of users in the Budgets & Forecasts module.
Headcount owner
User permissions required: Budgets & Forecasts and Manage Budgets & Forecasts
Only the budget owner can add a Headcount 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 can invite other users to the headcount and add them as headcount administrators.
Headcount administrator
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 that the headcount owner loses their password and 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 help the owner by completing these tasks:
Import, add, and adjust headcount data.
Add headcount users (and other administrators).
Assign users to rows in the headcount workflow (the baseline remains assigned to the headcount owner).
Headcount user
User permission required: Budgets & Forecasts
The headcount owner and administrators can add budget users (contributors) as headcount users and 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 (give them access)
You manage headcount users at a global level, separate from the individual headcount tab in a workbook. 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.
See Manage user access and notifications > Manage access to the headcount feature.
Charlie has just added a Headcount tab and now wants Mark to enter data for the employees in his team. In the Manage users window, Charlie invites Mark to the headcount. Mark’s headcount status is now pending.
When Mark opens the corresponding workbook and clicks the Headcount Input tab, he is asked to create a password to unlock the tab.
When Mark unlocks the Headcount Input tab, he gains access to the tab but not the data. His access to the data depends on the workflow; he can’t see any data because he hasn’t been assigned to any rows in the headcount workflow. In the Manage users window, Charlie can see that Mark now has access to the headcount and, therefore, is eligible to be assigned some tasks in the workflow.
Charlie assigns Mark to two rows in the workflow. Mark can now see those assigned rows in the Headcount Input tab and proceed to complete the data entry for those rows.
Add a user as a Headcount administrator
When a user has access to the headcount (has been invited and created a password), their names display in the list of potential administrators in the headcount setup.
Open the headcount tab setup, select the user’s name from the Headcount administrators list and click Next > Next > Next > Save and finish.
Troubleshooting: If a user is still in pending status, you can’t add them as an administrator. Contact the user to remind them to create a password.