eAdm for Managers: What Can I Use It For?

This guide provides an overview of the key functionalities available to managers. The primary purpose of the platform is to automate routine tasks related to user account management and access control, specifically for handling new employees, position changes, and departures. It also simplifies the process of managing exceptions to these automated rules.

For example, a new nurse in your department might automatically receive access to the patient's electronic health record system. However, a new nursing assistant might meet the criteria for access, but require your manual approval before it is granted.

Warning: The examples in this article are based on our standard setup. Your organization may have specific customizations. If you are unsure about your configuration, please contact your organization's eADM administrator.

Core Features for Managers

• Receive automatic notifications for new hires, employee transfers, and upcoming departures.

• Reset passwords for your employees.

• View, modify, add, or remove all permissions and access rights associated with an employee's user account.

• Extend the expiration date for external user accounts linked to your department.

Email Notifications for Employee Lifecycle Events

By default, you will receive email notifications for the following events:

• A new employee is created.

• An employee transfers from one department to another. In this case, both the previous and the new manager are notified.

• An employee is scheduled to depart (typically when there are less than 14 days until their last day).

• An employee's user account has been deactivated after their departure.

New Employees

You will typically receive a notification 30 days or less before a new employee's start date. The email will contain information about the employee and which access rights have been automatically assigned.

If enabled for your organization, the email will include a link that directs you to the platform, where you can add more access rights or override the automated assignments.

When an Employee Changes Position

You will receive a notification when an employee transfers to or from your department. You will not be notified if an employee changes position but remains in the same department.

• Automatic Changes: Access rights from the previous department that are not relevant to the new one will be automatically revoked.

• Manual Changes: Access rights that were granted manually must be removed manually.

The email notification will provide a complete overview of the employee's current access rights.

Note: If you find these notifications disruptive, please contact your eADM administrator to adjust the notification rules.

When an Employee is Due to Depart

You will typically receive a notification when an employee has less than 14 days until their final date of employment. This applies both when a final date is set for the employment contract and when the end date for all of an employee's positions has been reached. This feature is particularly useful for departments with a high turnover of hourly workers or contract employees, as it helps ensure that contracts are renewed or extended when necessary.

When an Employee Has Departed

Once an employee passes their end date, their account is deactivated, and all access rights are revoked. You will receive a notification when this process is complete. After a set grace period (e.g., 60 days), the account is permanently deleted. If the employee returns during this grace period, their account can be restored.

Password Management

Self-Service Password Reset for Employees

All employees can reset their own passwords by navigating to the password portal.

To ensure security, employees must first authenticate themselves using ID-porten. After successful authentication, they can set a new password. This is the most secure method and requires no action from you.

How to Reset a Password for an Employee

As a manager, you can reset passwords for your employees directly from their user profile. In the top-right corner of the user's profile, you will find two password-related buttons.

1. Set Password Manually: The first button allows you to define a new password. You must then securely communicate this new password to the employee.

2. Send Auto-Generated Password via SMS: The second button generates a random password and sends it directly to the employee's registered mobile number via SMS. You will not see this password.

License and Access Management

Access rights can be assigned either automatically based on predefined rules or manually by a manager. The system is designed for automation to handle the majority of assignments, while allowing you to manage the exceptions.

How to Change an Employee's Access Rights

1. Log in and search for the employee you wish to edit.

2. Navigate to the Rights tab.

3. Click the edit button (yellow plus icon) in the top-right corner to open the editing view.

In the editing view, you can:

• Add a new right: Select a system and then choose the specific right from the dropdown menu.

• Set an expiration date: If you enter an expiration date, the access right will be revoked automatically after that date.

• Modify or remove existing rights.

Note: By default, managers can only administer access rights relevant to their own department. For example, a manager in the healthcare department cannot grant access to systems used by the education department.

How to Extend External User Accounts

You can extend the expiration date for external user accounts (e.g., consultants, students) associated with your department. If the account is not extended, it will be automatically deactivated on its expiration date.

1. Search for the external user.

2. Click the Change Expiration Date button in the top-right corner of the user's profile.

Note: This button is only visible for external user accounts. The employment period for regular employees is controlled by the HR system.

3. Set a new expiration date. By default, the account can be extended for a maximum of three months at a time.

Troubleshooting

I cannot assign a specific access right.

Contact your organization's eADM administrator. They will review the request and add the missing access right to your available options if appropriate.

I cannot send a new password via SMS.

This function requires the employee to have a mobile number registered in the master HR system that provides data to eADM.

An employee has the wrong Microsoft 365 license or user type.

License assignment is typically governed by automated rules. In some cases, you may be able to override this to, for example, upgrade an employee from a cloud-only license (M365 F3) to a full package with a downloadable Office suite (M365 E3). If you cannot make the change yourself, contact your eADM administrator to have the rules adjusted.