Overview
Every person who logs into Octal HR is a Portal User. A user account is separate from an employee record — an employee has HR data (salary, attendance, leave balance) while a user account controls who can log in and what they can see. One employee can have one user account, but not every user needs to be an employee (e.g., an external auditor).
User Access Types
The Admin → Users form offers two access types:
A role-based user. Their permissions are defined by the role you assign (HR Manager, Payroll Officer, Manager, or View Only).
Super Admin — full access to every module and setting. No role is required for Admin accounts.
Managing Users
Go to Admin → Users. The user list shows name, email, role, status, and last login.
Inviting Users
Users receive an email invitation with a time-limited link to set their password and activate their account.
Account Status
A user account is either Active or Inactive. In addition, an account can be temporarily locked after too many failed login attempts.
| State | Meaning | Can Log In? |
|---|---|---|
| ● Active | Account is enabled and in normal use | Yes |
| ○ Inactive | Disabled by an admin (e.g. the person has left) | No |
| 🔒 Locked | Temporarily locked after repeated failed logins | Not until unlocked |
To clear a lock, open the user and choose Unlock — this resets the failed-attempt counter so the user can log in again.
Deactivating a User
When an employee leaves the company, deactivate their user account to prevent login while preserving all HR data for records and audit purposes.
Changing a User's Role
Open the user, choose a different role, and save. The new role's permissions apply the next time their session refreshes.
Seat & Concurrent Limits
Admin/Staff seats count against your subscription. Employee users (self-service portal only) are billed per the employee headcount, not the user seat limit.
| Plan | Admin/Staff Seats |
|---|---|
| Starter | 5 included |
| Growth | 20 included |
| Enterprise | Unlimited |