Create Employee Groups

Employee groups are used throughout the portal for permission assignments, benefit eligibility, and other purposes. Employee groups can be set up by condition or using an SQL query.

Employee groups are updated nightly based on conditions for groups or employees. To update groups manually, select Refresh All Groups on the Manage Employee Groups page.

The Employee Group page is accessible to System Admins, Security Admins, and Timecard Admins.
  1. Select Admin > Employee Groups.
    Tip: To review membership of an existing employee group, select view in the # of Employees column.
  2. Select Add New Group.
    Note: To edit an existing employee group, select the Edit Group button for that specific group.
  3. Enter the employee group name, and select Add.
  4. To exclude employees set as inactive in Vista's PR Employees and the portal, select the Filter Out Inactive Employees check box.
  5. Use the Add / Exclude By Condition section to create an employee group based on conditions that you establish.
    Tip: To review membership of an employee group as you are setting it up, select the View Membership button at the top of the Employee Groups page.
    1. Select a PR Company.
      The drop-down lists the PR Companies enabled in your portal.
    2. Select the Group Type: PR Group, Earn Code, Craft, PR Department, Craft / Class.
    3. Select the Group Value for the corresponding Group Type, or leave Group Value set to All.
      For example, if you select Earn Code as the Group Type, the Group Value field shows all available earn codes in the current PR Company.
    4. In the Is Included / Is Excluded drop-down, choose whether this employee group should include all employees who meet the criteria for PR Company, Group Type, and Group value, or exclude employees who meet these criteria.
  6. Use the Add / Exclude Specific Employees area to add employees who do not meet established group membership conditions but should be included in the group or to exclude individual employees who meet membership conditions.
    1. In the Employee field, enter or search for the employee.
    2. In the Is Included / Is Excluded drop-down, choose whether to add or exclude the employee.
    3. Select View Membership at the top of the page to ensure that the employee group includes the appropriate names.
    Note: The Add / Exclude Specific Employees section may be used in conjunction with Add / Exclude By Condition but not with SQL Choices Override.
  7. Use the SQL Choices Override section to create custom employee groups based on an SQL query.
    Note: This option is meant for advanced users only. SQL groups operate on their own and do not affect group membership set by conditions. Viewpoint Views are not supported.
    • Format the query to complete the following insert statement: UserGroupMemberPersist (UserGroupID, PRCo, Employee, EmployeeName)
    • For example, to show all inactive employees in PR Company 3, you can write the following query:
      SELECT 2, PRCo, Employee, FirstName + ' ' + LastName
      from kPREH
      where PRCo = 3 and ActiveYN = 'N'
  8. To rename a group, select rename next to the current group name in the upper left.
    This renames the group on all pages where it has been assigned in the portal.
  9. To remove all conditions, SQL, and employees from a group, select Clear Group.
  10. To remove an employee group from the portal, select Delete Group.