After setting up your account, add your HR team, payroll officers, and managers so they can access Octal HR with the appropriate permissions. This article explains how to add users, send them a set-up invitation, and deactivate access.

Note: Employee self-service accounts are created automatically when you add employees via HR > Employees. The users described here are those who need HR, payroll, admin, or manager-level access.

Adding a user

1
Go to Admin > Users and click New User.
2
Enter the person's name and email address. Use their work email — this becomes their login username.
3
Choose their access: grant full Admin access, or assign a specific role. If you're unsure which role to assign, see User roles and permission levels explained.
4
Either set an initial password for them, or tick Send invitation email so they receive a link to set their own password. A user with a pending invitation stays inactive until they set their password.
5
Click Save. The user is added to your organisation.
Tip: Set up 2FA on your own account before adding other admins. Admins with high-access roles should also be encouraged to enable 2FA immediately after joining.

Choosing the right role

Here's a quick guide for common team structures:

  • HR Director / CEO / COO → Admin
  • HR Manager / HR Officer → HR Manager
  • Payroll Specialist / Finance Officer → Payroll Officer
  • Department Head / Team Lead → Manager
  • All regular employees → Employee (self-service, created automatically)

Deactivating access

To remove a user's access to Octal HR:

1
Go to Admin > Users and find the user in the list.
2
Deactivate their account. A deactivated user can no longer log in. Their employee record (if they are also an employee) is not affected.
Note: Deactivating a user does not delete their data or activity history. You can reactivate them again at any time from Admin > Users.