After successfully configuring your Total Rewards Portal, the next step is to enable access for your employees. This article will guide you through the necessary steps to invite your employees, manage their access, as well as provide an overview of what both the employee and manager experience will be.
Understanding your Total Rewards "Employee" Page
Within the navigation menu, navigate to the "Employees" page (Configuration -> Total Rewards - Employees). On the right hand side, you will three important columns controlling your Total Rewards rollout:
User Status: This column indicates whether the employee has been added to Barley with their own account.
Users added as "Employees" will only be able to access their own Total Rewards Portal and no other functionality within Barley (see Roles & Permissions Overview)
How to Add Employees?
To add employees to Barley, please follow the steps outlined in the support article Adding Users to Barley.
Access: This column allows admins to control whether the Total Rewards portal for that employee is enabled.
Access can be enabled and disabled at any time
An employee does not need to be added prior to enabling their Portal
Enabling access allows the manager with the correct permissions to view the employee's Total Rewards Portal
No notification is sent to the employee if their portal is enabled or disabled
Preview: This column allows admins to preview the employee’s Total Rewards Portal. Clicking the icon will open the Total Rewards Portal in a new window.
Bulk Enabling or Disabling Access
In addition to the features above for each employee row, you can multi-select the desired list of employees using the filters at the top of the page and using the "Edit Selected Employees" drop down at the top right of the screen. With the desired employees selected, you can then decide to bulk Enable or Disable access.
Employee Notifications & Access
Employees are sent an invitation email to log into Barley when the admin adds their account within configuration. There is no specific mention of Total Rewards, simply an invitation to create an account and create a password. Once employees log into Barley they are only presented with their Total Rewards Portal.
⚠️ Enabling or disabling access does not trigger any notification to the employee, so there is no need to worry that actions in the Total Rewards configuration will send an email.
Manager Access to Total Rewards Portal
Managers accessing their own Total Rewards Portal: A manager or similar user permission profiles that have access to other areas of Barley will be able to view their own Total Rewards Portal at the bottom of the navigation menu.
Managers accessing Total Rewards Portals of their direct reports: Managers are also able to view the Total Rewards Portals of the employees they are given permission to view in Barley. If the employee has their Total Rewards Portal enabled, the manager is able to navigate to the Employee Profile and click "View Total Rewards".
Steps to Enabling Employee Access
Once configuration is complete, we recommend the following the steps to inviting your employees to their Total Rewards Portal
Step 1: Preview
“Preview” the Total Rewards page for the employee and ensure it is configured appropriately.
Step 2: Enable Access
Enable “Access” to their Total Rewards page. You can enable access prior to the employee being added to Barley with an account.
⚠️ This can be helpful so that as soon as they accept the invitation, they are granted access to their Total Rewards Portal
Step 3: Add Employee to Barley
Add the employee as an “Employee” user in Barley.