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How do I add, edit and delete a user?

Each department will have users, this is where you create them. Adding a user in LunaHR is simple. It is now a 4-step process where you fill in information about the user. You create a user by following the steps below:

Creating a new user

  1. Administration -> Users
  2. Create New Employee
  3. Fill in information for Step 1
  4. Fill in information for Step 2
  5. Fill in information for Step 3
  6. Fill in information for Step 4
  7. Click submit

Please note the following terms when creating a user:

  • Primary department – please select this – it should be the department that your employee will apply for expenses / leave in
  • Joining date can be added if you want the system to calculate leave allowance
  • Click part-time user if the employee is part-time
  • Select the work pattern for the user, if not they will use the department work pattern. If there is no department work pattern they will use the company work pattern
  • Set the leave allowance in days for the remainder of this year
  • Enter the email address where you want the user to receive notifications
  • Set password – define a password for the user
  • Send activation email – the account will only be active after the employee clicks the link in the activation email
  • Change password on login – when the user logs in for the first time, they will have to set a new password
  • Is user setup required – checking the box will enable users to follow a 4 step process where they have to fill in details
  • Roles – select any company roles you want this employee to have

Other things to note – in the user management page you can export a user list to excel, send bulk email to change people’s passwords and easily deactivate and edit permission of employees.

Editing an existing user

There is some information that is not included when creating a user. You can edit a user by doing the following:

  1. Administrations -> Users
  2. Select your user and click Edit

In edit user you can see a lot more fields. Some of these might have already been completed by the user on their end. You can edit these fields but this will be reflected on the user profile.

Here you can add the following information:

  • Transport details
  • Documents
  • Leaver information
  • Educational information
  • Probation details
  • Contact details
  • Payroll information
  • Assets
  • Work Patterns
  • Roles & Permissions
  • Expense Information
  • Leave Information

This is also where you would change important things such as password, email address, username

You can also change leave entitlement for their current leave year here by going into ‘leave history’

Likewise, this is where you should be changing a users work pattern and department when necessary


Please note:

  • Changing a work pattern here different to their department will mean their department work pattern or company work pattern does not affect them