This guide details the steps in creating an Employee on the Portal and illustrates how existing Employee records can be maintained. The functionality shown is Role/permission dependant and may not be available to all.
An Employee on the Portal is a system User and the terms Employee and User are used interchangeably in this guide.
Examples of Employees (Users) will include Investment Managers, Advisers, Support and Administration teams.
When a User is created they will be provided with access to the Portal via a link in their welcome email. Following this link, the Username and Password can be entered on the login screen as shown below.
A Forgot Password option is available here for the User. Selecting this option locks the account and a link is emailed to the User to allow creation of a new password and re-activation of the account.
User passwords can also be reset through the Employee Maintenance function and is covered in more detail later in this guide.
On accessing the Portal the User is taken to the Dashboard screen below.
For Users with no linked Investor or Account details (e.g. Admin staff) the Dashboard will show as below.
Employee Creation and Maintenance is accessed through the Admin Menu icon at the top of the screen.
The Admin Menu ribbon will now appear with options available as per the User permissions.
The Employees menu allows access to Create or Maintain Employees.
To create an Employee, the required information should now be completed.
First Name and Surname, Email, unique Username and Employee Role are mandatory fields here, with the Username format requirements specified.
The FCA Authorisation No. or equivalent should be completed where the Employee being created is an Adviser/IFA. If completed, this Employee will be available to select as an Advisor in create Investor journeys on the Portal.
The Employee Role selected will determine the system access and permissions available to the User.
The relevant access and permissions granted for each Role can be viewed on the SS&C Hubwise Knowledge Base. Please note – Role titles on the Portal do not equate to actions that may be carried out in similarly named organisational job titles.
When an Employee has been created on the Portal, an activation email will be sent to the email address provided as shown below.
The email provides a link for the new User to activate their account and set up appropriate security details as well as a link to the Portal login screen.
For security reasons the account must be activated in a predetermined timescale (normally 48 hours). If not activated in this timescale then a further account activation email must be sent.
The Employee access status can be viewed or amended through the Maintain Employee option.
To view or edit an existing Employee record, select Maintain Employee from the Employees menu through the Admin menu. You will be prompted to search by Employee name with an option to filter the search to ‘Contains’ or ‘Begins With’.
On locating the Employee, click on the chosen record to view.
For the chosen Employee record the FCA Authorisation No., Email or Employee Role fields can be amended. Click on Update to confirm the change or Refresh to return to the information previously held.
Web Access will show as green for Active. This means the User has activated their account in the timescale required following receipt of the activation email.
The selected User’s account can be De-Activated instantly here and an Email History is available which will provide details of the activation emails sent. The Username is also shown here should a reminder be needed.
Selecting Reset Password will prompt confirmation that a password reset email is to be sent to the User’s email address.
Web Access will show as blue for Inactive. This means the User has not activated their account in the timescale required following receipt of the activation email. Click on Activate to send a further activation email to the address on file.
Web Access will show as red for Disabled. This means the User’s account has been de-activated. Access can be reinstated if required by clicking on Re-Activate.
For Internal Use Only:
Business Owner Team: L&D Support
Business Owner Contact Details: L&DSupport@uk.sscinc.com/Keri.Binks@uk.sscinc.com
Note: All Knowledge Base updates are approved by the Business Owner.
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