Adding New Users to the Papervee Workspace

Adding new users to the Papervee workspace can be done in two different ways:

• By invitation to an email address;
• By setting a username and password.

We recommend using the email invitation method, as it provides a higher degree of security and does not involve setting a password beforehand by the manager. Thus, the invited employee will set their own password when accepting the invitation. However, for employees who do not have access to an email address, the method using a username and password can be chosen. In this case, the user will need to reset their password when they first access the Papervee platform. We recommend being careful when transmitting the username and especially the password, to ensure they only reach the intended employee.

Adding a New User

Populate your workspace by inviting your company's employees to become users. To start this process, follow the steps below:

1. Ensure you have the necessary rights to invite a new user. This task can be performed by the Owner and HR Manager (with "HR Flow" permission).
2. Navigate to the "Account Administration" area by clicking the navigation button in the top-right corner and pressing "Account Administration";
3. Go to the "Users" page via the top menu;
4. Press the "Add User" button. If this button is not visible, you do not have the necessary permissions.
5. A form to add a new user will appear. You can complete this form in two ways detailed below:

Filling Out the Form via Auto-Recognition System

To quickly and easily complete the form, you can upload an image of the employee's ID card.

1. Click the "Upload" button;
2. Select the PDF, JPEG, JPG, or PNG file of the employee's ID card. Ensure the information in the image is clear and legible;
3. Wait for the data to appear in the form fields. Check each piece of information to ensure accuracy. The system may indicate if it is unsure about the correctness of the found data;
4. Complete the fields not automatically filled by the system;
5. Click "next step".

Manually Filling Out the Form

If you prefer not to use the auto-recognition system, you can manually fill in the employee's details. The only mandatory information at this step is the employee's first and last name, time zone selection, and language. The rest of the data are optional and can be completed later, either by a manager with the appropriate rights or by the employee.

General Information

In the second step of the form, you will need to fill in details about the employee's status within the company. Here you can also choose the method by which you add the employee.

To send an invitation via email, ensure you have checked "Send invitation by email". In this case, the username will automatically be the employee's email address. It must be a valid email address that the employee can receive emails on.

To add a user without an email invitation, uncheck the box "Send invitation by email". When unchecking this, the fields "Username", "Set Password", and "Confirm Password" will appear. Fill these in to establish the user's login details. An email address will no longer be necessary.

If you wish for the newly created user not to have access to the platform, but only to exist in its database and be fully managed by a manager, check the box "Do not grant access to the platform for this user".

Choosing the Hierarchical Manager - In this field, you can designate the user who is the direct superior of the employee in the organizational structure. This will only affect the company's org chart on the "Community" page. Only one hierarchical manager can be chosen. If the employee does not have a direct hierarchical manager, you can check the option "The employee will be their own hierarchical manager". The hierarchical manager can be changed later. For more information about the hierarchical manager, see the article "Choosing the Hierarchical Manager".

Choosing the Operational Manager - This person will be able to manage the documents and HR workflows of the employee. Any role can become an operational manager of an employee. Multiple operational managers can be selected. The selection of operational managers can be edited later. For more information about operational managers, see the article "Choosing the Operational Manager".

Receives meal tickets - Check this option if the employee receives meal tickets as a non-salary benefit. With this option checked, depending on the working days, Papervee will display in the attendance record the number of meal tickets the employee should receive for the selected month. If this option remains unchecked, the number of tickets will always be 0.

External collaborator - If the user is not an employee of the company under a labor contract, you can mark them with this checkbox, being an external collaborator with a service contract.

Show user in reports - If you want a user not to appear in the Papervee Core HR reports, you can uncheck this option. Thus, the user will have access to all the functionalities of the platform but will not appear in the managers' reports.

Access in Papervee Projects - By checking this option, you grant the user access as a user in Papervee Projects. Thus, the user will be able to use the project time tracking functionalities of the platform. You can change the user's role to Administrator, thus giving them access to create and manage clients, projects, and teams from the module.

Access in Papervee Recruitment - By checking this option, you grant the user access as a recruiter in Papervee Recruitment. Thus, the user will be able to use all the functionalities of the module, manage jobs, applicants, and interviews.

Contractual Information

In this step, you can complete the essential information from the employment contract. Filling out this section in its entirety allows you to generate an individual employment contract using Papervee.

Employment contract number - The number of the employment contract.

Employment Contract Date - The signing date of the employment contract.

Contract Period - Choose between an indefinite period contract and a determined period contract.

End Date - This field appears only if you have selected a determined period contract. Enter the end date of the contract here.

Hiring Date - Enter the hiring date, according to the employment contract.

Job Title -Enter the position the employee holds within the company.

Legal Job Title - The name of the employee's position as defined legally.

Probation Period - Enter the number of calendar days designated for the probation period.

Notice Period - Enter the number of working days designated for the notice period.

Daily Norm - Enter the employee's daily working hours.

Weekly Norm - Enter the employee's weekly working hours.

Gross Salary - Enter the employee's gross salary.

Net Salary - Enter the employee's net salary.

Number of Vacation days - Enter the number of vacation days granted to the employee in the employment contract. To automatically insert the predefined number of vacation days, you can check the setting "Apply predefined number of vacation days".

Available vacation days - Represents the number of vacation days still available. These are calculated automatically based on the hiring date. They do not appear in the employment contract.

Internal ID - The unique identification number of the employee.

Work location address - The address of the worksite where the employee performs their activities. Specify the complete address, with the street name, building number, city, postal code, and county.

Number of the Last Addendum - For new employees, you can specify "0", and in this case, the automatically generated additional acts will start from 1, or for an existing employee, specify the number of the last addendum issued.

Other Additional Information - specify other contractual information that you want to include in the employment contract. The information will be inserted as is in the contract, so we recommend care in the formulation.

Custom Fields

If you have created custom fields in your Papervee workspace, in the next step you will be able to fill out these custom fields. Completing them is optional. Read here about custom fields!

3. Completing the Addition

After completing the data, click the "Add User" or "Send Invitation" button, depending on the chosen method of addition.

To complete the process, the employee will need to access the email received from the Papervee platform and accept the invitation or, if they were not invited via email, use the set username and password to log into their new Papervee user account.