Accounts and roles
The User Accounts screen lists everyone who can sign in to your Webelio organisation. From here you add people, decide what each of them can do, and manage their access.
Open it from User Accounts in the Organisation sidebar.
An account vs an employee
This is the most important idea on the page, so it's worth being clear:
- An account is a login — an email and password that lets a person sign in.
- An employee is a person on your payroll — a record in HRMS with attendance, leave and salary.
They're linked but separate. Every employee who needs to sign in has an account. But an account does not have to belong to an employee. A recruiter you hire to help with hiring can have an account and use Recruitment without ever appearing on your payroll.
This is what lets one company run Recruitment with zero employees, and lets one person work across products with a single login.
One login works across every product a person is allowed to use. You don't create separate logins for HRMS, Recruitment and Mail — you create one account and give it a role in each product it needs.
Creating an account
To add someone who isn't already in the system (for example, a recruiter who isn't an employee):
- On User Accounts, click New account (or Add user).
- Enter their name and work email. The email is their login.
- Choose their roles per product (see below).
- Save. Webelio can send them an invite so they can set their own password.
Adding an employee works the other way round. When you add an employee in HRMS and choose to give them portal access, Webelio creates their account for you automatically. If their work email already has an account, Webelio offers to link the two instead of creating a duplicate.
Roles per product
Access in Webelio is set per product. An account can hold a role in HRMS, a role in Recruitment, and a role in Mail — all at once, or just one. Someone only sees a product if you've given them a role in it.
Only products you're subscribed to show their roles. If you don't see Mail roles, for instance, your organisation isn't subscribed to Mail — see Products and subscriptions.
Role catalog
| Product | Role | What it can do |
|---|---|---|
| HRMS | Org Admin | Full control of HRMS — setup, employees, payroll, compliance, settings. |
| HRMS | HR Admin | Day-to-day HR — employees, attendance, leave, payroll — without owner-level settings. |
| HRMS | Employee | Their own self-service portal (attendance, leave, payslips). Comes from linking the account to an employee, not assigned by hand. |
| Recruitment | Recruitment Admin | Full control of hiring, including sending offers. |
| Recruitment | Recruiter | Day-to-day hiring — jobs, candidates, interviews. |
| Recruitment | Hiring Manager | Their own roles and candidates. |
| Recruitment | Interviewer | Only their assigned interviews and scorecards — a stripped-down view. |
| Mail Admin | Manage mailboxes and aliases for your domain. |
For a fuller explanation of the Recruitment roles and who to give each one to, see Recruitment team and roles.
Linking an account to an employee
When someone with an account later joins your payroll — or an existing employee needs a login — you link the two so one person has one identity.
- If you add the person as an employee and their email already has an account, Webelio offers to link them. Accept, and that account gains the Employee role and the self-service portal.
- You can also link from the account itself: open the account and connect it to the matching employee record.
Once linked, the person keeps their single login and now sees both their work product and their employee self-service. See employees overview for how employee records work.
Linking gives an account access to a person's payslips and personal HR data. Only link accounts you're sure belong to the same person — an accidental email match must never be linked.
Deactivating and reactivating
When someone leaves, deactivate their account instead of deleting it. This blocks them from signing in while keeping their history intact.
- Find the person on User Accounts.
- Open their account and choose Deactivate.
They can no longer sign in to any product. To bring them back, open the account and choose Reactivate.
Deactivating an account is separate from an employee's exit in HRMS. When someone leaves your payroll, complete their full-and-final in HRMS and deactivate their account here so their sign-in access ends too.
Resetting a password
If someone is locked out or forgets their password:
- Open their account on User Accounts.
- Choose Reset password.
Webelio sends them a link to set a new password (or gives you a temporary one to pass on). People can also reset their own password from the sign-in screen using Forgot password.
What's next
- Company profile — set your company details and branding
- Recruitment team and roles — the hiring roles in depth
- Employees overview — how employee records work in HRMS