How to assign profiles automatically to employees
When you implement Office Shifts across thousands of users, managing all users’ permissions can be a tedious task. Luckily, you can speed up this process. Perhaps you want to allow employees from the Netherlands to only book a shift at an office located in the Netherlands or you want all employees from the 'Operations' department to be able to book a shift 7 days a week. This can now be easily set up with a few clicks of a button.
This can be done with a little help of your internal data. Your organization most likely has helpful information about your employees in an Active Directory (AD). Your AD, user profiles can be automatically assigned to your employees. This is done by setting up an automatic assignment rule. Use case examples: Allowing employees from the Netherlands to book a shift in the Netherlands. Allowing all employees from the 'Operations' department to be able to book a shift 7 days a week.
Use case: using auto-assignment rule
Before we dive into the case study, it's good to understand the different ways profiles can be assigned. There are 3 ways which occur in the following sequence:
Manual assignment can always be done to assign a user to a profile. Users are manually assigned by:
- Importing a .csv file with email addresses to a profile in the 'Access" tab.
- Assigning a profile to an individual user in the 'People' tab.
- When creating a new user in the 'People' tab, you can select an existing profile.
A rule can be created within a profile in the 'Access' tab. This ensures that a user is automatically assigned to a profile based on a value in the AD (e.g. Country or Home office).
The general default profile is a profile set for everyone that is not part of a manual or automatic assignment.
The flow chart below explains the assignment process.
Imagine the following scenario:
You are using Office Shifts in three countries: Netherlands, Australia and the US. You want to use different profiles per country (Default and Priority) but this would require quite some manual work and effort when maintaining this for new hires. So in this case automatic assignment would be perfect.
All users from all 3 countries will automatically be assigned a default profile A. To ensure that a user is assigned to a preferred profile that fit the country of their choice, an assignment rule can be used to automate the assignment. For example, a new profile (profile Australia) can be added with a rule where ‘office’ is exactly ‘Australia’. With this automation, all users who were previously assigned the default profile A will now be moved to profile Australia if their AD property matches with the assignment rule.
If at a later point in time, one of the users who were automatically assigned to profile Australia needs to be manually assigned to a new profile named Priority, they will be moved from profile Australia to profile Priority.
- SSO authentication for employees to log into Office Shifts.
- At least one of the claims below must be configured by your IT department:
- Business Unit
- Job Title
Make sure all possible values known in the AD are added (e.g. Customer Success; Customer Success Management; CS; CSM).
Setting up auto-assignment rules
You can configure the rules in the following steps:
- Once the required claims on the active directory field is configured by your IT department. It is advisable to log out of and log in again to Office Shifts Admin. This will ensure that the claims are pushed to the system. Otherwise, the claims will not appear until after approx. 15 minutes.
- Create a new profile (Quota and/or Location) in the Access tab.
- Click ‘Edit users’ and configure the rule in the ‘Automatic assignment’ section.
- Click 'Add rule'.
- Select the claim you would like to use for your rule. Only one claim can be used per profile type.
When selecting a ‘Properties without match’ option, the auto-assignment rule won’t be applicable until a user will be assigned one of those claims.
- Type in the exact value that matches the AD property.
The numerical value shows the amount of people to which the rule is applicable. Because this AD property is only retrieved at login, these numbers may change when more users with corresponding AD property log in.
- If manual assignments were already in place when creating an auto assignment rule, the check box will ensure that those users that match this rule are moved to this profile (selected by default). Note: This action will be applied once when saving this rule.
- Activate auto assignment by clicking on ‘Confirm’
That’s it! When users log in to Office Shifts for the first time, they will be assigned to the profile automatically.
An overview of the total amount of users per profile and how much of those are auto-assigned is available on the Access tab. A warning indicator will be shown when an auto assignment rule is not yet applicable to any user.