Employee Portal Setup, General Tab

Employee Portal Setup, General tab is under System Manager ⇒ HRPro Setup, Employee Portal Setup

General Functions

• Enable Chinese User Interface: When enabled, the links 繁中 and 简中 will appear on the Employee Login Page, allowing users to switch between Traditional and Simplified Chinese interfaces.

• Enable Attachment: When enabled, applicants can attach files when applying.

• Enable Background Email: When enabled, emails are sent in the background without waiting for completion. Note that some email servers may have throttling limits on the number of messages sent per minute or day. If an email fails to send (e.g., due to exceeding throttling limits), it will be stored as an Undeliverable Email in the Employee Portal.

• Allow Email Deletion for Undeliverables: When activated, users have the ability to delete undeliverable emails within the Employee Portal.

• Password Protect Download Documents: When this feature is activated, downloaded documents (such as Pay Slips and IR56B forms) will be password protected. To access these PDFs, users must enter their Employee Portal Password.

• Allow Simultaneous Login: When enabled, EPortal users can log in to multiple devices simultaneously without needing to log out from one device before logging in to another.

• Remove Help Page Links: Activating this option will make the help page link disappear from all pages in the Employee Portal.

• Time selection supports overnight: When enabled, this feature allows you to select times that extend past midnight and into the following day, making it ideal for companies with overnight shifts.

• Show Employee Photo on the menu: When enabled, the employee's photo will be visible in the portal's menu. This can help personalize the portal experience and make it easier for employees to identify their accounts.

Login

• Disable Employee Portal Login: When turned on, no EPortal User can log in to the Employee Portal. 

• Enable "Forget Your Password: When checked, the link Forget your password? at Employee Login Page will be available, and users can click this link to reset their passwords if users forget their password. 

• Allow Employee Portal Login by 

  • Employee No.: This is the default, Employee Portal users are allowed to log in using their Employee Number as the User ID. 

  • Mobile Phone No.: When turned on, Employee Portal users are allowed to log in using their Mobile Phone Number as the User ID. Make sure the Mobile Phone Number is not shared by more than one employee. 

  • Email Address: When turned on, Employee Portal users are allowed to log in using their Email Address as User ID. Make sure the Email Address is not shared by more than one employee. 

  • Personal Email Address: When turned on, Employee Portal users are allowed to log in using the Personal Email Address. This is good for new hire employees who are required to log into the Employee Portal to update personal particulars, etc. when company email addresses are not yet ready. 

  • Badge No.: When turned on, Employee Portal users are allowed to log in using their Badge Number as User ID. Make sure Badge No. is not shared by more than one employee. 

• Make Leave Application As Landing Page: When turned on, the landing page after logging in will be the Application. If it is turned off, the landing page can be set according to the landing page in the Personal Options (EPortal) of each EPortal User. 

• Show QR Code Link on the login page: When enabled, a QR code link representing the current website will be displayed at the bottom of the login page.  This QR code can be scanned by a mobile device for easy access to the Employee Portal (See Employee Login).

• Allow Log in Employee Portal before Employee Join Date: When turned on. The Employee Portal User can log in Employee Portal even if the Join Date is in the future date. This is good for new hire employees allowed to log in to EPortal to update their particulars, visit the Company Library, etc. 

• Enable CAPTCHA on the login page: When turned on, users will be required to complete a CAPTCHA challenge during the login process. This challenge involves typing a series of letters and numbers displayed on the screen. This helps ensure that only real, human users can access the portal, enhancing security and reducing the risk of automated attacks.  (See Employee Login)

• 2-Step Verification: This is an optional security feature that adds another layer of verification to the login process. When Enable 2-Step Verification is turned on, each time the EPortal User logs in, the user will be asked to input the one-time passcode that is sent to the user's registered email address. This helps prevent anyone else from accessing the user account without the user's knowledge. 

  • Enable in Personal Options/Employee Master: 2-step verification can be turned on or off in Personal Options (EPortal) by the user or in Employee Master, EPortal tab by the HRPro user.

  • Disable: 2-step verification is disabled. 

  • Enforce: the login always requires 2-step verification.

• Login Page Support/Confidentiality Message: It is typically used to display important information to users before they log in. This message often includes details about:

  • Support Contact Information: Provides users with contact details in case they encounter issues while trying to log in, such as an IT helpdesk or support email.

  • Confidentiality Notice: Reminds users about the confidentiality and appropriate use of the portal, emphasizing the importance of protecting sensitive information.

  • Terms and Conditions: Outlines the terms of use for the portal, which users must agree to before accessing their accounts.

This message helps ensure that users are aware of support options, understand their responsibilities regarding confidentiality, and acknowledge any terms and conditions of use.

Password Policy

You can enforce the use of strong passwords through an appropriate password policy. These password policy settings control the complexity of passwords, such as the Passwords must meet complexity requirements policy setting. 

You can specify the following rules for passwords:

• Minimum length for password

• Password must contain the lowercase character

• Password must contain the uppercase character

• Password must contain the digit

• Password must contain the symbol

• Password must be changed after certain days

iCalendar Feed

• Enable iCalendar Link: This is to enable the iCal button shown in the Company Calendar/Event Calendar. 

• Enable iCalendar Feed: This is to enable the Employee Portal to accept external requests and provide the Calendar events feed. 

• iCalendar Feed valid days: It defines the valid days starting from the date you created the link or until the user is terminated. Users are required to go to Company Calendar or Event Calendar to obtain another link to re-subscribe. 

See How to use Employee Portal's Calendar Feed?

Essential Links

Essential Links provide users with convenient access to a variety of external resources directly from the Employee Portal menu. These links are crucial for enhancing the user experience and ensuring that employees can quickly find the information they need. 

• Line 1 to Line 10: They are the place to define the links that are displayed on Essential Links in Employee Portal.