Sign-in accounts and provisioning

Create sign-in accounts on hire, fill gaps with Provision accounts, and hand over one-time passwords.

Who can do thisHR AdministratorTenant Admin

HCM can create each new employee's Juvaro sign-in account for you, and close gaps for people who have none. Whether it does is decided by four switches in the Tenant Portal; see HCM as identity source.

On hire

With "Provision accounts on hire" on, saving a new employee also creates or links an account in your workspace:

Account created: the dialog shows the Username and a Temporary password, each with Copy. "Share this with the employee now - it won't be shown again."
"Linked to an existing workspace account." The email already belonged to someone in the workspace.
"Employee created, but the matched account is already linked to employee 1017. Link manually."
"An account with this email already exists but is not a member of this workspace - link it manually."
"Employee created, but the account couldn't be provisioned: …. You can retry from Settings." The employee exists; only the account is missing.

Provision missing accounts

With "Require every employee to have an account" on, the Employees page shows an amber banner when someone who is not terminated has no account.

HR Management/Your CompanyK8HR AdministratorHR Administrator

My Leave

My Documents

Approvals

Team

Employees

Settings

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Employees

The employee directory - core details plus any custom fields your organization has configured.

Add employee

Name, email, or a custom field…Only without an account (2)

NameEmployee #EmailJob titleDepartmentStatusAccount

Jonas Holm1007jonas.holm@your-company.exampleHead of SupportCustomer SupportactiveLinkedEdit

Sofie Kjær1018sofie.kjaer@your-company.exampleSupport SpecialistCustomer SupportactiveLinkedEdit

Emil Skov1031emil.skov@your-company.exampleSupport TraineeCustomer SupportactiveNoneEdit

PictureProvision accounts fills the gaps. The temporary passwords are shown only in this dialog; the password here is made up.

Optionally tick "Only without an account (N)" to see who is missing.
Click Provision accounts in the banner.
The Accounts provisioned dialog lists each employee number with a username, a temporary password and Copy. "Share these with the employees now - they won't be shown again."
Copy what you need, then click Done.

Rows can also say "1023 - linked to an existing account." or "1031 - could not be provisioned (…)."
A large batch stops part way: "4 more without an account - run again to continue." Click Provision accounts again.
If you see "Account provisioning is turned off. Enable "Provision accounts on hire" in your tenant Settings to create accounts.", ask a Tenant Admin to check the switches.

Hand over the password

The temporary password is shown once, in that dialog only. Give it to the employee in a safe way, and ask them to change it when they first sign in. If you lose it, reset the password in the Tenant Portal.

Tip

The account is what lets the employee request leave. Without it, My Leave says "No employee record - contact HR". You can also link an existing account by hand with Linked account; see Editing an employee record.