Someone can already sign in to Selfcare without their employee file (ficha) being linked to their account. This happens, for example, to an owner who created the company and whose file was imported later. They see a message saying they have no employee file in My area, and cannot reach their payslips or holidays.
There is no need for an invitation or a new account: you just link the account to the file.
Who can link
The owner and HR. An owner's account can only be linked by another owner, or by that owner.
- Open People and go to the person's file.
- In the header, click Link to existing user. The button only appears if the file has no user and there are company members without a file.
- Choose the person under Company member. If the email or the name matches, the person is already suggested.
- Write the Reason. It is recorded in the audit log.
- Click Link to user.
The person sees the file the next time they open My area, without signing in again. They do not receive an email.
What changes and what does not
- Only the link between the account and the file changes.
- The login email, the password, the file's emails and the role in the company stay as they are.
- Any pending invitation for that file is cancelled, because it is no longer needed.
When you invite someone who is already a member
If you invite someone to a file and they are already a member of the company, Selfcare links them to the file instead of sending the invitation, and shows Linked to the existing user. The role chosen in the invitation does not apply: to change it, use Settings → Users.
When linking is not possible
- The file still has login emails from another account: remove them under Login emails on the file, then link. They belong to whoever used the file before and would let that person into the new account.
- The file is terminated or archived: only an active or on-leave file can be linked.
- The person already has another file in this company: a person can only have one file in each company.
- The person is not on the list: they must be an active member of the company. If they are not, invite them. Selfcare team, integration and accounting firm accounts are not linked to files.