We have recently been receiving an increasing number of queries from our customers around what constitutes an ‘Active User’ on the Roubler platform and is therefore chargeable on your monthly invoice. Cleaning out your active users will not only reduce your charges, it will also make sure there are no former staff who still have access to sensitive information.
Active User Definition
Any personnel who in the billing month:
- Are added/onboarded to the software;
- Appeared on a roster or timesheet;
- Clocked into a shift;
- Appeared in a finalised payrun;
- Updated their leave details;
- Are Management Users.
A Management User is treated as active on the basis that they are essential in performing key functions on the Roubler software and are personnel who manage/have access to other employees. These include line managers, payroll managers, admins etc.
As such, any user of your system that meets any of the above criteria will be deemed as chargeable.
You are billed in arrears for all active users within the prior calendar month.
What does this mean for you?
To ensure your monthly charges are minimised, it is critical that you actively maintain your user-base to ensure only ‘active users’ remain on the system, so that they do not attract unnecessary charges.
Some user types we would recommend you consider removing:
- Test users
- Non-current managers
- Admin accounts that are no longer in use
Some user types we would strongly recommend you don’t remove unless you’re absolutely sure they’re not needed:
- API connection users
- Clock users
Where you can find assistance
Should you need it, you can find help on the employee termination process in the following articles:
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