How to Add and Link Employee Records to User Accounts in Atlas

Managing employee records and linking them to user accounts in Atlas is a key part of user onboarding. This guide provides step-by-step instructions for adding and linking employee records, troubleshooting common errors, and addressing specific scenarios.

Overview of User Onboarding

In Atlas, users and employees are managed separately. To ensure an individual appears in employee lists, you must create an employee record and link it to their existing user account. This process ensures seamless access and proper categorization within the system.

Steps to Add and Link Employee Records

Adding an Employee Record

Navigate to Employees/Workers → Manage.
Click on Add Employee/Worker in the top-right corner.
Follow the prompts to create the employee record.
To link the employee record, locate the employee’s name and click the pink eye icon to open their profile.
Go to the Administration tab and proceed with the linking process.

Linking an Employee Record to an Existing User Account

Navigate to Employees/Workers > Manage from the main menu.
Locate the employee’s name and click the pink eye icon to open their profile.
Go to the Administration tab.
Select Grant Access and choose Existing User.
Enter the user’s email address and click Save.
Log out and log back in to complete the process. This ensures the employee record is linked to the user account, and assigned documents will appear on their dashboard.

This ensures the individual appears in employee views and has the appropriate access permissions.

Troubleshooting Common Errors

Resolving Email and Access Issues

If you need to correct an employee’s email address or grant access to a new user:

Go to Employees/Workers > Manage.
Click the pink eye icon next to the employee’s name to open their profile.
Open the Administration tab.
Select Grant Access and choose New User.
Enter the correct email address and click Save.

This process ensures the correct email is associated with the employee record and grants access to the new user.

Error: "Error Loading Employee"

If you encounter an "error loading employee" message after linking an employee record:

Log out of Atlas completely.
Log back in to refresh your session.

This typically resolves the issue and ensures the employee record is properly linked. Additionally, ensure the email address entered matches the one associated with the user account, and verify that the correct permissions are assigned to users who need access to specific features.

FAQs for Specific Scenarios

Managing Permissions for Staff

If other staff members do not appear in the Assessor dropdown or lack permissions to perform specific tasks, update their permissions:

Assign an HS user permission profile to the user, or
Edit the user’s profile and enable the permission Can add & review risk assessments.

Once permissions are updated, the user will appear in the Assessor dropdown and can perform the necessary tasks.

What if I can’t find an employee when searching by name?

If the search by name doesn’t yield results, enter the person’s email address instead. Ensure the Email toggle is enabled to display the email in the list.

Can I view standalone users who are not linked to employee records?

Yes, you can view standalone users by navigating to Company → Users.

How do I add and link employee records to user accounts in Atlas, and troubleshoot errors?