Please view the best practice for sending logins to employees with and without emails in the below video.
Usernames and passwords can be generated for employees that do not have email addresses. There are two options: Login Guides and Excel Document. Login Guides can be distributed to the employees in person at new hire orientation, open enrollment meetings, or included with their pay stub. The Excel Document is commonly used with a mail merge template. It is very important that these documents are stored and shared in a secure manner as they contain private information. Instructions for both options are below. Passwords assigned with either of these methods do not expire.
Usernames can be imported in if the company prefers to assign usernames. Required fields on the import are EID, First Name, Last Name and Username. Login Guides still need to be generated for employees with company assigned usernames.
*Please note: Employees with email addresses should always be sent logins from the Logins page by clicking Actions > Send Logins. As a best practice, send login information to employees with emails separately from those employees who do not have emails. It is not recommended that Login Guides or Excel Documents are generated for employees with email addresses.
From the Logins page, select employees Without Login and click the box next to the employee name to choose who to generate a guide for. Be sure that the employee does not have an email address listed. Click Actions > Generate Login Guides.
A preview of the guide will pop up. Make any necessary edits or updates, but be sure to leave the data in brackets as is. The guide can be saved by clicking Save Guide. Note this will save any changes made to the verbiage. We recommend keeping the guide verbiage generic so it can be used for all employees. Click Generate when finished.
After clicking Generate, go to the Reports tab at the top of the page to access the report titled "Login Guides."
There will be one PDF per employee. The URL to the portal will be included in the guide as well as the employee's username and password. It is extremely important that this information is handled with care and the most secure methods are followed when storing and communicating this information.
Follow the same steps above, remembering to select employees Without Logins and without email addresses, however, click Generate Excel Document.
A message will pop up listing how many employees will be included. Click Generate when ready.
Go to the Reports tab to download the file titled "Logins."