External users are collaborators who are not directly employed by the company. For example, bookkeepers can be considered external users. These external users will not incur any costs for the company, and they won't have the ability to clock in or request time off.
External users won't be registered as employees and they won't have an employee profile in Factorial.
How to add an external user?
- On your sidebar, go to Settings
- Under General, click on External users
- Click on + Create external user
- Fill in the Email, First and Last name
- Click on Save
How to add an external user to an authorization group?
We recommend creating a custom authorization group with specific visibility and access levels for your external employees, but this step is not mandatory.
Factorial provides you with a default access level that is completely dedicated to external users:
External users (Visitors/Guests) Make bookings for themselves and the people they manage or lead
- On your sidebar, go to Settings
- Under General, click on Permissions
- Place on the access group where you want to add the external employee
- Click on the tab external user
- Click on (+) and search and select the external user
- Click on Submit
What can and can not be done by an external user
External users can not be part of active processes of the platform, being some examples:
- Clock in
- Request time off
- Upload expenses (For themselves)
- Have documents for themselves
- Etc
They can not have information stored on themselves, since they are not part of the company directly.
Some of the features that can do (depending on the permissions)
- Visualize and download information
- Impact on other employee’s information. This includes:
- Documents
- Time off
- Time tracking
- Expenses
- Manage permissions
FAQ
Where can I find the external user I created?
Inside the permissions group, they were created/assigned, under the “External users” tab.
Can an external user edit/assign shifts?
Yes, as long as they are for another user.
Can they upload documents or use documents in bulk?
Yes, if they have the right permissions.
Can they be part of an approving workflow?
Yes, they can not be part of a workflow.
Will they appear in the reports?
No, since they are not active users of the platform.
Can they be part of a performance review/nps/survey?
They can create it and extract data, but not be part of it.