Viewing & Working with Employees

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Behind every retirement plan are the associates responsible for getting the work done: the administrators, consultants, and the rest of the staff supporting the team effort. Each of these individuals are added to PensionPro as Employees, which enables them to access the application and use PensionPro's features. This article will help users, managers, and system admins view account details, set preferences and permissions, and understand where Employees fit into the PensionPro environment.

 

Compatible Tiers
Track, Team, Business, Enterprise
Some items on this page may not be available in all tiers.

 

Article Contents

 

 

 

Overview of Employees

 

In PensionPro, an Employee record serves a dual purpose:

 

  • It records employment information for one of the firm's associates.
  • It functions as the PensionPro account for the above individual.

 

The second point is most important—in effect, in order to set up a new user in PensionPro, they must be added as an Employee. Once added, the Employee record is used to manage the user's permissions and preferences.

 

The Employee record also stores information regarding the user's employment at the firm, such as their employee ID and date of hire. Financial information such as the Employee's billing rate and overhead costs can be entered for reporting purposes. This information is only available to users with the appropriate Security Rights.

 

When opened, an Employee is displayed in its own tab (the Employee tab), which is divided into a number of different views, accessible via the list on the left side. These views contain data and functionality applicable to the current Employee.

 

Expand the following items for additional information on Employees.

 

Employees and Contacts

When a new Employee account is added to PensionPro, a corresponding Contact record is created and linked to their Employee record. The Contact record is used to store the individual's contact details and is accessible to all PensionPro users. On the other hand, the Employee record stores information regarding the individual's employment with the firm which is generally limited to a select number of users.

 

Employees and Plans

It is common for firms to assign administration responsibilities for a Plan to one or more Employees for easier management. PensionPro tracks these assignments using Employee Plan Roles. These have many uses throughout the application, including identifying which Employees should receive Plan communications and assigning Project Tasks to appropriate individuals.

 

Employee permissions

The items an Employee is allowed to view and the actions they are allowed to perform are managed via two mechanisms:

 

  • Security Rights govern Employee actions and what features they have access to, such as the ability to edit Plan information or send Blast Emails.
  • Location Rights allow or restrict access to Client and Plan records based on the Locations they are assigned to. Only applicable to Business & Enterprise tiers.

 

For more information on how these permissions work, refer to the linked articles.

 

 

Opening an Employee

 

A user can select Moremore_header.png > View My Account to open their own Employee record, which allows them to update their preferences and other account information.

 

To view another Employee's record, use one of the following methods:

 

  1. Use the search field at the top of the page to search by the individual's name.
  2. Use the Company Directory to locate and open the desired individual.
  3. With the individual's Contact record open to the General view, select the link the Employee field.

 

 

The Employee Tab Header

 

The tab header is displayed at the top of the tab, above any selected view. The header of the Employee tab contains the following items, presented from left to right:

 

  • The Employee's name.
  • The Helphelp.png option, which opens this article in a new browser window.
  • The Moremore_options.png menu, which contains the following options:

 

 

Employee Views and Data

 

The following sections detail the views and functions unique to the Employee tab, such as account settings and user preferences.

 

Note: Except where noted in the following sections, the views on the Employee tab are only available to users with the Add/Edit Employee Security Right.

 

 

General

 

The General Employee Information grid sets basic details about the user, such as the status of their account and whether their information is shown on PlanSponsorLink. Use Editedit.png at the top-right of the grid to make changes to this information.

 

⤷ Show/hide General Employee fields
Contact Shows the name of the Contact record linked to this user. This field cannot be edited. Selecting this item opens the corresponding Contact tab.
Active

When enabled, the Employee record is active. If disabled, the Employee will be made inactive; they will no longer be able to sign in to their PensionPro account and will be removed as an option from most applicable dropdowns.

  • The Employee cannot be deactivated if they have any assigned items, such as Tasks or Employee Plan Roles.
Login Disabled

When enabled, the Employee will be unable to sign in to their PensionPro account.

  • This is intended to be a temporary restriction, such as in the event of a compromised account. For permanent removal, clear the Active option instead.
  • This option is named Disable Login in the Edit Employee window.
Show on PSL

Determines whether the Employee should be shown on PlanSponsorLink. Enabling this option has the following impacts:

  • The Employee is added to the dropdown of potential recipients for Secure File Exchange.
  • If the Employee has one or more Plan Role assignments, their contact information may be shown on the Contact Us page (provided these Plan Roles Are also configured to Show on PSL).
Admin Task Performer Informational. Identifies whether the Employee serves an administrative function for the firm.
Fields on the General Employee Information grid

 

 

PII and Financial

 

Requires Security Rights: View PII and Financial Information

 

The PII and Financial Information grid stores data related to the individual's employment, from hire and termination dates to ID numbers and financial planning data. Use Editedit.png at the top-right of the grid to make changes to this information.

 

⤷ Show/hide Employee PII/Financial fields
DOB The Employee's date of birth.
DOH The Employee's date of hire.
DOT The Employee's date of termination.
Employee ID The ID number used by the company to uniquely identify this Employee.
Billing Rate The amount a customer is charged for an hour of the Employee's time.
Employee Cost The Employee's hourly labor cost.
Hourly Overhead Cost The Employee's hourly operating expenses.
Part Time Identifies whether the individual is employed on a part-time basis.
Payroll ID The ID number used by the company's payroll software to uniquely identify this Employee.
Fields on the PII and Financial Information grid

 

 

Locations

 

Compatible Tiers
Business, Enterprise

 

Firms which use Locations to group Clients/Plans by office, region, etc. can restrict access to these records on a per-Location basis. Location Rights determine which records an Employee is permitted to view. The Locations grid on the Employee tab can be used to add or remove Location Rights for the user in question. For more information, refer to the article Location Rights.

 

The Locations grid only determines record access; it does not dictate which Location(s) the Employee is listed under in the Company Directory. To edit this information, refer to Managing the Company Directory.

 

 

Security Rights

 

The permissions that control the features and actions a user is allowed to perform are referred to as Security Rights. On the Employee tab, the Security Rights grid is used to add or remove these permissions as needed. Firms on the Business and Enterprise tiers can also assign the user a Security Role, which applies Security Rights based on the chosen Role.

 

For more information, refer to the article Security Rights & Security Roles.

 

Note: Users lacking the Add/Edit Employee Right can still see their own assigned Security Rights via this view but cannot make any changes.

 

 

Account

 

The Account Information grid on the Employee tab shows the individual's username, and can be used to set an Employee signature. Use Editedit.png at the top-right of the grid to make changes to this information.

 

Note: The Account view can be opened regardless of assigned Security Rights. A user may edit their own account information, but the Add/Edit Employee Right is required to edit another Employee's account.

 

⤷ Show/hide Employee Account fields
Login Name The username the Employee will use to sign in to PensionPro. Must be unique.
Signature

A signature line—such as name, position, phone and email—that can be appended to communications.

  • For best results, PensionPro recommends using the text formatting options in the Edit Account window instead of copy/pasting signature text from another source.
  • The [Sender Signature] Merge Field can be used to insert this signature into the body of a Blast Email. The Blast Email's sender must be an Employer Plan Role.
Fields on the Account Information grid

 

A user viewing their own Employee record can also update their password in the Edit Account window by selecting the Update Password option.

 

 

ftwilliam.com SSO Settings

 

Compatible Tiers
Team, Business, Enterprise

 

Firms that integrate PensionPro with ftwilliam.com and who wish to use features such as Navigation Assistance will need to add an Employee's FTW username to their PensionPro profile for authentication purposes. These usernames are added to the ftwilliam.com SSO Settings grid on the Employee tab.

 

Note: Some items in this view are only available if multiple ftwilliam.com subscriptions are integrated. If multiple subscriptions are not enabled, only one username can be added per Employee.

 

⤷ Show/hide Employee FTW SSO fields
Locations

The PensionPro Location(s) associated with this username. The username will apply to all records under this Location.

  • This field is only available if multiple FTW subscriptions are in use. The Username should match the subscription used for these Locations.
Username The user's ftwilliam.com username.
Primary Yes/No value. Identifies which username is linked to the primary FTW account. Cannot be set manually.
Columns on the ftwilliam.com SSO Settings grid

 

A new username can be added by selecting Addadd.png at the top-right of the grid. Hovering over any username in the grid displays the Editedit.png and Deletedelete.png options on the right-hand side.

 

 

Worktrays

 

Compatible Tiers
Business, Enterprise

 

PensionPro uses Worktrays as an alternative to assigning Project Tasks to an Employee directly, instead letting the Task be worked by any member of a particular team. The Worktray grid on the Employee tab displays all Worktrays that the individual has been added to as either a Member or a Leader. This offers an alternative to reviewing each Worktray individually when searching for a specific Employee.

 

For information on adding or removing the Employee to or from Worktrays via this view, refer to Managing Worktray Employees.

 

 

ProPass Course Progress

 

Required Add-On
ProPass
Compatible Tiers
Team, Business, Enterprise

 

Firms subscribed to ProPass Learning can view a user's course statistics, including which courses they've added and finished and the amount of time spent on each. This information can be viewed in the ProPass Course Progress grid on the Employee tab.

 

The date the Employee last signed in to ProPass is displayed at the top-right of the grid; all other data is detailed below.

 

⤷ Show/hide Employee ProPass fields
Course The name of a course. Only courses the Employee has enrolled in will be displayed.
Progress The Employee's progress through the course, based on the number of completed lessons.
Enrolled On The date the Employee enrolled in the course (i.e., when it was added from the Course Catalog).
Completion Date The date all lessons in the course were completed.
Time The amount of time the user has spent viewing course lessons.
Columns on the ProPass Course Progress grid

 

 

Preferences

 

The Preferences category of views includes interface preferences, email notification settings, and search settings that can be customized to each user's liking.

 

Note: Users can only view and manage their own preferences.

 

For more information on these views and the settings they contain, refer to the article User Account & Preferences.

 

 

Connected Apps

 

Compatible Tiers
Business, Enterprise

 

The Connected Apps grid is used when establishing integrations at the user level, in place of—or in addition to—the firm level. The following integrations support this functionality:

 

 

Note: Users can only view and manage their own connected apps.

 

⤷ Show/hide Connected Apps fields
Name The name of the integrated application.
Description A brief summary of the connected.
Status

The status of this connection. Possible values are:

  • Connected: The integration is currently active
  • Not Connected: The integration has not yet been set up or has been interrupted
  • Disabled: The integration has been disconnected by the user.
Columns on the Connected Apps grid

 

To create a new connection:

 

  1. Select Addadd.png at the top-right. The corresponding window displays.
  2. Choose an app from the list and select Save.

    The connection is added to the grid, but the integration is NOT established yet.
     
  3. Double-click the connection to open it and view the integration details.
  4. For specific instructions on establishing the integration, refer to the article associated with the chosen application.

 

Hovering over any connection in the Connected Apps grid displays the Editedit.png and Deletedelete.png options on the right-hand side. Any active connection can be turned off by editing its entry and setting the Disabled option to Yes.

 

 

Other Views on the Employee Tab

 

Employees also use the following views/features which are common to multiple record types. Refer to the linked articles for more information on working with these views:

 

 

 

Additional Employee Actions & Features

 

The following is a list of additional articles that discuss managing Employees and other associated functionality:

 

Article

Includes
Adding & Terminating Employees Adding a single Employee, disabling the Employee's ability to sign in, and deactivating the Employee if their position is vacated (and reactivating them if they are later re-hired).
Data Import - Employees Adding one or more new Employee accounts via spreadsheet import.
Updating Records via Import Editing one or more fields across multiple Employee records by importing a spreadsheet.
Employee Plan Roles Associating an Employee with one or more Plan records.
Company Directory Setting up an easily-accessible directory of all Employees for quick, easy contact.