What do I need to know?

alethea.barlow@oneadvanced.com Updated by alethea.barlow@oneadvanced.com

How do I enable Identity? 

Implementing OneAdvanced Identity is very straightforward. However, there are several pre-requisites you need to ensure you meet, and several configuration steps you will need to follow to enable OneAdvanced Identity. This document aims to guide you through that process. 

The user process 

Time and Attendance will synchronise user data to OneAdvanced Identity. This process will ensure that every unique email address held against an employee or manager has a user account in OneAdvanced Identity.  

Once a user is synchronised with OneAdvanced Identity they will receive a welcome email guiding them through the new login experience. You can control when that email is sent, and the content of the email via the OneAdvanced Identity Organisation module. This is explained further later in this guide. 

If the email address in Time and Attendance matches an existing OneAdvanced Identity user record, then the Time and Attendance record will be linked to that record, rather than creating a new user record in OneAdvanced Identity. 

Identity pre-requisites

Before enabling OneAdvanced Identity the following checklist should be completed. This will ensure that you and your users are prepared for the changes enabling OneAdvanced Identity will have on your system as well as ensuring your employee and manager data is appropriate for syncing with Identity. 

  • You need to ensure you are on the latest version of Time and Attendance. If you are unsure whether this is the case or not, please contact support.
  • You are a Time and Attendance system administrator. 
  • You are a customer administrator for OneAdvanced Identity. 
  • If you are using Microsoft Entra, Google Identity or similar for a federated Single Sign-On experience, you must have administration access to that platform. 
  • You have determined if you need federated users, non-federated users or both. 
  • You have reviewed the dedicated OneAdvanced Identity Service guidance available here, to understand more about the authentication features and functionality available. 
  • All Employee and manager records in Time and Attendance must have a unique email address. Please be aware that where you have linked an employee record to a manager record, the employee’s email address will be shared with the manager. The email address does not have to be an organisations email address (it can be a personal email address if required). 
  • An individual employee record should not be linked to more than one manager, as this will prevent synchronisation to OneAdvanced Identity. 
  • All employees and managers MUST have a unique email address. This is mandated once OneAdvanced Identity is enabled. 
  • Email addresses must follow a valid email format (e.g. does not contain spaces). 
  • Any manager records that no longer require Time and Attendance access should be marked as Inactive. 

Don't worry! The Time and Attendance OneAdvanced Identity Onboarding function will perform these email checks for you and let you know which employee/manager records are affected.  

Understanding the changes 

Below is a summary of the key changes when enabling OneAdvanced Identity: 

  • Users will be directed to the OneAdvanced Identity login page for your organisation, instead of a Time and Attendance login page. 
  • Once enabled, all current users’ credentials will be changed upon first accessing the Time and Attendance web/mobile app. 
  • There is no change in the way employees and managers are created in Time and Attendance. The integration between OneAdvanced Identity and Time and Attendance works in the background, to synchronise them to their OneAdvanced Identity accounts. 

Depending on the method used to authenticate with OneAdvanced Identity, please refer to the relevant section of the OneAdvanced Identity help guide:

Non-federated login with authenticator app 

Non-federated login with email 

Federated login 

  • Time and Attendance does not support OneAdvanced Identity login authentication for users without email addresses. 
  • OneAdvanced Identity supports biometric authentication for users that have authenticated via “EasyPass”. Please see User Journey for EasyPass for more information. 
  • By consolidating employee and manager accounts, switching between the two personas will be quicker and easier. You will be able to switch between profiles at the click of a button within the dashboard. 

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