Administrators can manage employees’ access in HERON. There are a few ways:
End of employment
- When the employee´s work contract ends, cancel the employment in HERON.
- The access to log in into the account is still possible for the employee.
- The data will be still available to administrators as a part of a company’s history.
End access to HERON
- When all employee’s work contracts end, you can also remove the employee’s access to HERON.
- Ending the access does not automatically end employment. Please end the employment too.
- The employee will loose the access his profile after this date.
- The data will be still available to administrators as a part of a company’s history.
Delete a profile
- The data are deleted permanently and even administrators loose all access to the data.
- In this case, the employee will not ever be able to access HERON, immediately.
- It is not possible to create a new account with the same personal number as the deleted account.
- It is possible to delete a profile if the employee does not have the month closed yet.
Other settings
- OOE – To set up this status for an employee, edit through Out of Evidence settings – see more in the separate manual.
- Permissions & Managers – If you need to change what an employee sees / can access with the account, manage their account’s permissions. Edit through permissions settings – see more in the separate manual.
- Managers & Approvers – An access to approve attendance requests of subordinates and close months is usually assigned to current managers. It can only be edited through Teams – see more in the separate manual.
Please be aware that only employees granted with special permissions can use those functionalities.
End of employment
Step 1 – Organization
Go to Organization – Employees.
Step 2 – Employee
Search options:
A) Search button
B) If you want to display inactive employees only, click on the three dots
C) If you can edit employees´ data in more than one company, select the Company first
Click on the employee´s name.
Step 3 – End Employment
Find the section Employments.
First select the employment – click on the name.
Then click on the editing icon.
Fill in the Employment end date.
Click Save.
End access to HERON / Delete a profile
Step 1 – Organization
Go to Organization – Employees.
Step 2 – Employee
Search options:
A) Search button
B) If you want to display inactive employees only, click on the three dots
C) If you can edit employees´ data in more than one company, select the Company first
Click on the employee´s name.
Step 3 – End / Delete
Scroll down the page to section Access settings.
A) If you want to permanently Delete the employee´s profile, select the red button Delete.
B) To End the access to a profile, click on the icon on the right for editing data.
Choose the option:
- HERON Login allowed: This button can be switched off.
- Enter “Access to”: Click on the calendar icon or enter the date.
Click Save.