Skip to main content

3. How to Create an Employee

Whether you need to update a user’s details, reassign them to different Projects, or completely revoke their access, the Employees module gives you a single place to do it. Follow the steps below, using the numbered calls out to guide you through each action.

Why You Might Edit an Employee

  • Change Contact or Name when someone legally updates their name or email.

  • Adjust Role or Permissions if they’re promoted or change teams.

  • Reassign Projects & Desks as responsibilities shift.

  • Enable / Disable 2FA for security policy updates.

Before You Begin

  • You cannot edit your own Role to a higher privilege than you currently hold.

  • To add a user to a Desk, they must already be assigned to that Project.

Step-by-Step Instructions

New (Two in one) (19).jpg

1. Open the Employees List

Interface (12).png

Where: In the left-hand navigation,navigation panel, click Employees.

ThisYou’ll issee wherea youtable can see, edit, or removeof every user account in theyour system.system, with columns for Name, Email, Role, Created Date, Last Login, and Actions.

2. Launch the “Add Employee” Form

Image1.png

Where: In the top-right corner of the Employees tab,table, click + Add.

Opens aA blank “Add employee” form for you to enter all the details of your new team member.appears.

3. Fill Out the General Information

Interface (13).png

On the left side of the Add employee form, you’llcomplete seethe thesecore fields:

  • Name (1)

    • Step
#1):

Enter the full name as you want it displayed (e.g. “Jane Doe”). Where: Topmost text box.

  • EnterRole (Step #2): Select the person’ssystem full namerole (e.g.Admin, “JaneViewer, Doe”etc.)—this isfrom howthe they’lldropdown. appearThis indetermines listswhich modules and attributions.

    actions
      the
    • Roleuser (2)
      • can
    access. 

    Where: Directly under Name, as a dropdown.

  • ChooseEmail (Step #3): Enter the user’s email address, which becomes their system role (Admin, Viewer, etc.), which controls what they can seelogin and do. If you need to create or edit roles, see the Rolestarget module.

    for
      system
    • Emailnotifications. (3)

    Where: Under Role, as a text box.

  • ThisPassword becomes(Step their#4): loginType usernamea secure password (minimum 8 characters, with uppercase, lowercase, number, and wherespecial notificationscharacter). get sent.

    • Password (4)

    Where: Under Email, as a text box with two icons on the right.

    Must

      be at least eight characters, include a digit, special character, uppercase & lowercase.

    • ✨ Generate icon: Click the little✨ sparkle“Generate” icon to auto-generatecreate a securestrong password.

    • Use the 👁️ “Show/HideHide” icon: Toggle visibility if you need to confirmverify whatyour you’ve typed.entry.

      • Type (5)

    • Type (Step #5): Choose a user category (Manager, Support, Sales, etc.) from the dropdown—useful for reporting and default assignments. Where: Under Password, as a dropdown.

      Categorizes

      • the user (Manager, Sales, Support, etc.) for reporting or default assignments.

    4. (Optional) Tag with Custom Metadata 

    Where:Below BelowGeneral, use the General panel, the Meta tree picker (LookStep #6#6) onto theassign image).

    If your organization usesany custom tags—regions,such departments,as Region, Business Unit, or businessDepartment. units—selectThese anytags that apply here. This metadata can drivepower advanced filteringfilters and permissionspermission scopes elsewhere. 

    5. Assign Projects & Desks

    On the right side of the form you’ll see two panels:form:

    • Projects Panel (Step #7): Shows which Projects this employee can access.

    • Click + Add project (Step #8) to open a dropdown of all available Projects. Select one or more to grant access.

      • Once a Project is assigned, you can later add the employee to specific Desks within that Project via the Desks module.

    Where:6. Top-rightConfigure panel, initially empty (Look #7 on the image). 

    Lists which projects this user can access.

    How to add: Click + Add project, then select one or more projects from the dropdown. This grants them the ability to view or manage those projects. (Look #8 on the image)

    • Two-Factor Authentication (2FA) 

    Where:Below Belowthe Projects (Look #9 onpanel, the imageTwo-Factor Authentication).

    Showssection if(Step the#9) userdisplays haswhether setWebAuthn upor 2FA.TFA is enabled for this user. No action is needed here during creation—you’ll2FA configuresetup 2FAoccurs on first login.

    6.7. Save Your New Employee

    When all required fields are complete (and any optional settings chosen), click WhereSave: Bottom-in the bottom-left corner of the form, the Save buttonform (LookStep #10 on the image)#10).

    Commits all the info you’ve entered. You’ll return to the main Employees list, where yourthe new user now appears with their details, assigned Projects, and metadata.

    By following these steps—each tied to the corresponding form element—you’ll ensure every new employee willis nowcorrectly appear.configured with the proper access, roles, and security settings in WBCS.

    Best Practices & Tips

    • Audit Before Deletion: Reassign any in-flight tasks or requests to active users.

    • Use “Inactive” Role Instead: If you need to temporarily suspend a user without full deletion, change their Role to a read-only or “Inactive” stub.

    • Document Changes: Keep an off-system log of when and why high-privilege accounts are edited or removed for compliance.

    • Back to top