An Admin/Non-Employee profile can be created (for multiple companies) for several reasons:
For an employee from a parent entity to approve the employees' leave (as Admin) in a subsidiary entity
For an outsourced payroll or accounting company to manage the entity's payroll
For an employee that is not under a specific entity's payroll
Usually, companies would like to create a hidden admin profile to support the above cases as a hidden Admin will not be counted towards your company's headcount subscription costs since they are not part of the entity's payroll.
However, do note that a hidden Admin cannot be assigned as a leave approver under Leave Approval Structure. The hidden Admin will still be able to approve/reject leaves, similarly to an active Admin (but without email alerts to notify on submitted leave applications).
Creating a Hidden Admin Profile in Talenox
Here are the steps you can follow to create this unique profile in Talenox:
1) Head to Profiles > Manage my database > Employee Listing > Add Employee
This will help you with creating a completely new employee profile in Talenox.
2) At the new employee profile page created, enter the hidden Admin's profile details
When entering the employee profile details, you'll only need to populate the following sections of the profile:
First Name
Last Name
Thereafter, click on the "Save" button to save the details keyed into the profile
3) Once you click on the "Save" button, the 'User Account' section will appear for access rights set-up
Set the access rights to 'Admin' and select the modular access rights for the relevant admin modules for the hidden Admin (refer to this guide here for the types of modular access that can be given to admins).
Then, click on "Create and send invite option" to invite the hidden Admin into the system with the relevant access rights given:
4) Hit the "Save" button at the top right-hand corner of the page to save the details keyed into the employee's profile
5) You can now click on "Delete" to delete the employee profile that you have just created
This step is key to ensuring that the Admin invited into the system becomes a Hidden Admin.
Otherwise, this profile created will be treated as a normal active Admin profile that will be subjected to headcount charges in invoices charged.
6) You will find that the deleted Employee Profile is no longer displaying in your Employee Listing but she/he will still be able to access the newly-activated Talenox account.
How to remove hidden Admin's access?
To completely remove your Admin's access, just head to Add/Manage Companies > Organisation > View Users > Admin Name > Edit Access and click on the Remove Access button. 😀
To Delete an Admin/Non-Employee profile, you can also follow this guide here for more details:
Hope this is clear!