📖 User guide for the primary administrator & additional primary administrator

Updated

🎯 Objective

This article presents the features available in the primary administrator space of mySilae Entreprise.

  • Log in to the administrator space
  • Define login IDs and activate employees’ personal spaces
  • Manage management and transversal teams
  • Configure multi-level absence validation processes
  • Manage external contacts and delegate signature
  • Publish announcements for employees

🔐 Prerequisites

  • The Configuration menu is exclusively reserved for primary administrators or additional primary administrators.

  • Administration rights for the mySilae Entreprise modules are assigned separately.

⚙ Configuration

Log in to the administrator space

An activation email is sent to the designated primary administrator. It contains a login ID which can then be used from the mySilae Entreprise page to create a password by clicking Activate my account.

If the administrator is also an employee or manager for the company, they access their administrator space using the same login IDs as those for their personal space.

The user can therefore navigate from one space to another from the same interface:

If they have access to several companies, they can switch from one company to another:

 

Administrator and manager access can be separated from the personal space by using different login email addresses. In this case, switching is not possible because the login IDs are different.

Define the login email address

📍 Configuration menu > Login and access credentials

The primary administrator defines the login IDs for the company’s employees: work or personal email address.

By clicking on an employee’s row, a window opens and allows the administrator to:

  1. Configure the login ID (this section indicates the type of email used to send the invitation to the employee and allows it to be edited. By clicking Save, you can choose to validate only the modification or to validate and send the invitation (recommended).
  2. Invite the employee to access their space
  3. Verify the employee’s account
  4. Activate their mySilae Entreprise space

 

Each email address entered for the same company must be different.

If the same email address is entered on several employees’ files, the account is activated only for the first identified employee.

Any entry is automatically and instantly synchronized with the employee files in mySilae Paie.

Activate personal spaces

If the invitation was not sent when the login ID was saved, it can be resent directly from invitation. The status changes from Not sent to Sent, then instantly to Pending activation. Once the personal space has been activated, it changes to Active.

If necessary, the administrator can also deactivate an employee’s space by changing their status:

To activate or deactivate spaces in bulk, select the relevant employees, then click Activate access or Disable access. Account creation invitations can also be sent in bulk.

The administrator can also monitor the activation status of the spaces:

  • Active: the employee has activated their account
  • Pending activation: the employee has received the welcome email but has not yet logged in
  • Inactive: the employee has not received the welcome email or their account has been deactivated

 

Only employees with an active account are visible in the mySilae Entreprise calendar.
If their account has not been activated, they cannot appear in it.

Team management

🔾Management teams

📍 Configuration menu > Teams > Management teams

 

This step is essential to enable users to make full use of the “Absences and mobility” and “Reviews” modules:

  • Absences and mobility module: team managers are the only people authorized to manage absence and remote work requests from members of their team, and are automatically sent notifications relating to these requests.
  • Reviews module: team managers are automatically designated as review contributors. However, this task can be delegated to another person selected from a drop-down list available in the Reviews module when creating a single review or a review campaign.

The primary administrator can create, edit and delete teams, as well as designate managers and assign a team to them.

  1. Indicators showing employees who have not been assigned to a team
  2. Button for editing or deleting an existing team
  3. Button for hiding the menu showing employees who have not been assigned to a team
  4. Button for creating a new team

When creating a team, select a manager from the drop-down list and then select the team members (if an employee was a member of another team, they are moved to this new team).

 

The “directory” icon identifies external managers (contacts). These profiles represent managers who are not employees of the company or managers who wish to manage their manager space using an email address different from the one used for their personal space.

  • A person can only be the manager of one team.
  • A team can have only one manager.

If the Absences and mobility module is activated and employees are authorized to view the calendars of team members, they have access by default to the calendars of members of the teams configured in this menu. However, calendar display can be customized by configuring transversal teams.

🔾Delegation

A delegated manager can be designated to replace the main manager of the management team in the event of absence. Validation processes can therefore be assigned to this delegated manager.

Notifications are then sent to both the main manager and the delegated manager.

The list of delegated managers contains only employees who have already been designated as managers of another team.

 

  1. The designation of a delegate depends on the delegation mode selected by the manager:
    • Disabled
    • Always
    • When absent
    • For a defined period
  2. The delegated manager has the same rights as the manager they replace: they can approve, deny or cancel requests.
  3. Only one manager can be designated as a delegate.

🔾Transversal teams

📍 Configuration menu > Teams > Transversal teams

These teams allow the display of calendars to be changed without affecting validation circuits. This configuration is possible only if the employee is authorized to view the schedules of team members.

Click Add a transverse team, then enter a team name and select the team members. The selected employees can view the team members’ absence schedule from their mySilae Entreprise space.

An employee can belong to several transversal teams: in this case, their different teams are distinguished in their personal space:

🔾Configure multi-level validation processes

📍 Configuration menu > Absences and mobility

The primary administrator or additional primary administrators can configure multi-level absence validation. Validation processes are sequential and can contain up to three validation levels.

By default, processes are active and configured with one validation level (N+1 manager). However, they can be deactivated by clicking the three dots at the end of the row, or edited to add a level.

 

  • A maximum of three validation levels can be configured.
  • Once an administrator is selected as the level 1 or 2 manager, it is no longer possible to create a higher level. They will therefore be the last possible approver.

Example: the level 2 manager is an administrator.

Rose is part of Thomas’s team (N+1). Élise, an administrator, is the level 2 manager.

  1. Rose requests an absence.
  2. Thomas is notified by email and approves the request.
  3. Élise is then notified by email to approve or deny it.

The absence is fully approved once Élise has approved it. Any cancellation request will be submitted only to Thomas.

The roles eligible for the validation process are:

  • Managers, previously designated in the Teams tab.

  • Administrators who have the “Full absence entry” right selected in their contact file.

    âžĄïž Designating a level 1 manager is mandatory. The N1 manager can be the N+1 manager (internal manager (employee), external manager or administrator).

    âžĄïž Designating a level 2 manager is optional. The N2 manager can be the N+2 manager (internal manager (employee), external manager or administrator).

    âžĄïž Designating a level 3 manager is optional. The N3 manager must be an administrator.

 

These actions must be carried out for each of the two possible validation modes:

  • Absences without mandatory justification
  • Absences with mandatory justification

Absences with or without mandatory justification are configured by the payroll manager in mySilae Paie when configuring the company.

Details of the absences concerned can be viewed by clicking the drop-down arrow Types of absence concerned in the configuration panel.

If teams have been created and multi-level validation processes are disabled, absences entered by employees who are members of a team are approved automatically, without prior approval from the manager or administrator.

Managing external contacts

External contact management allows the primary administrator to add people from outside the company to mySilae Entreprise.

These contacts can then be selected as recipients when sending documents for signature, even if they are neither employees nor administrators.

See the article Signatures: Primary Administrator Area 🆕 – mySilae Entreprise

Signature delegation

Signature delegation allows the primary administrator to authorize certain employees or managers to use electronic signature.

Once this right has been activated, they can access the Signatures menu, create signature folders and send documents for signature to internal or external recipients.

See the article Signatures: Primary Administrator Area 🆕 – mySilae Entreprise

Announcements

The primary administrator and additional primary administrators can access the Announcements widget.

Click Create a notice to share information with employees directly from their mySilae Entreprise home page.

 

Announcements are visible to all employees with an activated account.

No email notification is sent when an announcement is published. A push notification is sent to employees.

External managers do not have access to announcements.

By default, only the 5 most recent announcements appear on the dashboard. By clicking See more, view current announcements and delete them if required.

See the article đŸ–„ïž Understanding the home page and managing your account

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