Manage Employees Overview

Last updated
Save as PDF

The maintenance of employees and their user accounts will depend on if your business has an integration. Bellow details the user provisioning options:

Option	Maintain Employee Data	Maintain User Data	Update SpaceIQ Role
Option 1 – SCIM Integration and User access via SSO	Maintain the Employee data via SCIM.	Maintain the User data via SSO Identity Provider.	User logins via SSO
Option 2 – Multiple SCIM Integrations and User access via SSO	Maintain the Employee data via SCIM.	Maintain the User data via SCIM.	User logins via SSO
Option 3 – Custom SCIM Integration and SSO	Maintain the Employee data via SCIM.	Maintain the User data via SSO Identity Provider.	User logins via SSO
Option 4 – SCIM Integration and User access via Manual Login	Maintain the Employee data via SCIM.	The employee's email address is used as part of the user's credentials.	User logins manually.
Option 5 – Employee data transfer via SFTP and User access via SSO	Takes Employee data via SFTP. For how to set up SFTP, see SFTP Employee Import.	Maintain the User data via SSO Identity Provider.	User logins via SSO
Option 6 – Employee data manually imported and User access via SSO	Takes Employee data from manual upload. For how to complete a manual import, see Add or Remove Employees via an Employee Import	Maintain the User data via SSO Identity Provider.	User logins via SSO
Option 7 – Employee data manually imported and User access via Manual Login	Takes Employee data from manual upload. To complete a manual import, see Add or Remove Employees via an Employee Import.	The employee's email address is part of the user's credentials.	SpaceIQ User logins manually

If you have Auditors or short-term Contractors that are required to be seated, you will need to include these people in SpaceIQ. However, the Add or Remove a Temporary Employee Manually procedure only applies when your Employee data is transferred via STFP or uploaded via Manual Import.

Manage User Roles

Update your Employee's User Role

By default, every new employee added to the system is assigned the Viewer role; this is the role with the fewest permissions in SpaceIQ. If needed, the employee's role can be upated; see Update the Employee's User Role.

Update your Department Admins or Location Admins

You can set up employees to be either a Department Admin who manages a specific department or a Location Admin who manages a specific location. Find out how to:

If you have an employee leave your business, you can replace them as a Department Admin or Location Admin. It is important to remember to complete this before they leave the business.

Employee Import's Approval Threshold

When you are importing employee details into SpaceIQ either manually or via SFT you may want your Admin to turn on the Approval Threshold for Employee Imports setting, as this will trigger an approval process when the set threshold is exceeded.

This is used to support data integrity during employee imports. Setting a manual approval ensures an automated import process does not accidentally make large unwanted changes, such as unseating/deleting multiple employee records.

Learn more: Turn on the Approval Threshold for Employee Imports and Employee Import's Approval Threshold Process.

Employee Import History

The Employee Import History screen displays all imports' statistics and processing status. For more details, see Employee Import History.

Backup and Restore After a Manual Import

You may need to restore an Employee Backup file when an employee import file was mapped incorrectly. When this happens, it often leads to employees being unintentionally unseated or deleted from SpaceIQ. For more details, see Backup and Restore.