This guide explains how HR admins manage other admins on the WorkFlex platform: how to invite a new HR admin, change an admin's role, deactivate or reactivate an admin, choose which email notifications each admin receives per WorkFlex solution, and check which entities (groups) an admin can access.
All of this happens on the Manage admin users page.
Note: Global HR admins, assigning groups (entities) to HR admins and the Groups column are only available if virtual tenants are enabled for your company. Without virtual tenants, every HR admin has access to all employees and requests. To enable virtual tenants, contact your Customer Success Manager.
Open Manage admin users
Go to Company settings.
Select Admin users.
The Manage admin users page lists every admin of your company with their Email, Notifications, Role, Groups and Status (Active, Pending or Inactive). You can search by name, filter by Status or Notifications, and download the list with Export.
1. Invite an HR admin
Every HR admin can manage trip requests and view employee data. If virtual tenants are enabled, HR admins only see the entities they are assigned to, while Global HR admins see all entities. Grant access carefully.
On Manage admin users, click + Add HR.
Enter the First name, Last name and Email.
Virtual tenants only: Under Select HR role, choose HR (access to the assigned groups only) or Global HR (access to all groups and employees).
Virtual tenants only: Under Assign groups, select the entities this HR admin should be responsible for. Employees without assigned entity covers employees who are not linked to any entity.
Click Save.
The invited person receives a registration email and must follow the instructions to activate their account. Until then, their status is Pending.
Important: If the email doesn't arrive, ask the person to check their spam folder.
2. Change an admin's role
On Manage admin users, click the three dots at the end of the admin's row.
Choose Switch to Global HR admin to give the admin access to all entities (virtual tenants only), or Switch to employee to remove their admin rights. The person keeps their employee profile.
Confirm the change.
Note: You can't change your own role. The three-dot menu is greyed out on your own row.
To make an existing employee an HR admin, go to Employee management, click the three dots next to the employee and choose Switch to HR admin.
3. Deactivate or reactivate an admin
Deactivating blocks the account from logging in but keeps the profile and all associated data.
On Manage admin users, click the three dots at the end of the admin's row.
Choose Deactivate and confirm.
The admin is then shown as Inactive. To reactivate them, follow the same steps and choose Activate.
Note: If someone should lose their admin rights but stay on the platform as an employee, use Switch to employee instead (see section 2).
4. Manage notifications per solution
Each admin can receive email notifications per WorkFlex solution, so they only get updates that are relevant to their role.
On Manage admin users, click the Notifications dropdown in the admin's row.
Under Enable per solution, tick the solutions the admin should be notified about: Workation, Business Travel, Assignments, Travel Calendar, SOS and Platform.
Untick any solution the admin should not be notified about. Changes are applied straight away.
The Notifications column shows the first enabled solution plus the number of others, for example SOS +2. Off means the admin receives no notification emails.
Platform covers platform-level emails that are not tied to a specific solution, for example document expiry reminders. Untick Platform to stop these emails for an admin without changing their solution-specific notifications.
Note: SOS notifications are only available for admins with the SOS admin role. For other admins the option is greyed out.
To see which admins receive notifications for a solution, use the Notifications filter at the top of the page. The Status filter works the same way for Active, Pending and Inactive admins.
5. See which entities an admin can access (Groups, virtual tenants only)
This section only applies if virtual tenants are enabled for your company. The Groups column shows the entities an HR admin is assigned to. Groups are based on your company's entities. Hover over +1 (or +2, +3 …) to see the full list.
Global HR admins have full access to all groups and employees. To change which entities an HR admin is responsible for, assign them on the Entity management page (Company settings > Entity management > HR assigned > +). The info icon next to Groups points you there as well.
