If a company using SSO wants to disable SSO access for employees on leave (requiring them to log in with an ID and password), please follow the steps below. The procedure differs depending on whether a personal email address is registered. Please refer to the following items.
■Only company email address is registered
1. Have employees set a password* before their leave.
*If a password has not been set up initially, complete this process to finish setting up the account.
2. Register employees' personal email address before their leave.
3. Register the leave period.
4. Enable exceptions for MFA settings the day before starting their leave.
5. Change the notification recipient to a personal email address the day before starting their leave.
6. Disable exceptions for MFA settings on the return-to-work day.
7. Change the notification recipient to the company email address on the return-to-work day.
■Both company and personal email addressed are registered
Please skip steps 1 and 2 above.
3. Register the leave period.
4. Enable exceptions for MFA settings the day before starting their leave.
5. Change the notification recipient to a personal email address the day before starting their leave.
6. Disable exceptions for MFA settings on the return-to-work day.
7. Change the notification recipient to the company email address on the return-to-work day.
1. Have employees set a password* before their leave.
To allow employees on leave to log into Workcloud, they must first send a reset email themselves and reset their password.
Please refer to the manual 'Cannot log in because you forgot your password' for instructions on how to reset your password.
If a password has already been set, it is not necessary to send a password reset email.
2. Register employees' personal email address before their leave.
If your company's email address is the only one registered with Workcloud and you cannot use SSO while on leave, please register your personal email address. This way, you will be able to sign in without using the company email address.
■When employees register their personal email addresses
① Click on EMPLOYEE[My Profile].
② Click on "Email settings" under "Other settings."
③ Click on "(Change)."
④ Enter your personal email address.
⑤ Enter the password you set up in step 1.
⑥ Click on "Change email."
The system sends a confirmation email to the company's email address.
Please click on the link "Confirm my email" within the email with the subject [Confirmation instructions on workcloud.jp].
Once you click on this, the registration of your personal email address is complete. From the day you start your leave, you can log into Workcloud using your personal email as your login ID.
■When admins register employees’ email addresses
① Search for an eligible employee.
② Click on "Email & language settings."
③ Click on "Edit."
④ Enter their personal email address.
⑤ Enter the administrator's (your) "Password."
⑥ Click "Save."
The registration of their personal email address is complete.
3. Register the leave period.
Once the start date for the leave of absence is confirmed, enter the leave date into the system.
① Search for an eligible employee.
② Hover over "Leave" and click "Long-term leave."
③ Click "Add a long-term leave" and choose the type of absence*.
* The name may vary depending on the company's settings.
④ Select a date in the calendar that appears.
※If the end date is fixed, select the “End date” date as well.
⑤ Click "Save."
4. Enable exceptions for MFA settings the day before starting their leave.
If SSO is not available during their leave of absence, you need to turn on the exception for SSO access by following the steps below. During their leave, they will be able to log into Workcloud using their personal email address and password.
① Click on "Security / ID cards."
② Click on "Edit."
③ Turn on the "Exclude from SSO" setting.
④ Click "Save."
5. Change the notification recipient to a personal email address the day before starting their leave.
Emails from Workcloud are usually sent to the company email address. In order to receive notifications from Workcloud during their leave, please change the email address to "personal email address."
① Click on "Email & language settings."
② Click on "Edit."
③ Select "Personal email."
④ Click "Save."
6. Disable exceptions for MFA settings on the return-to-work day.
When employees return to work, please turn off the "Exclude from SSO" setting on their return date.
① Click on "Security / ID cards."
② Click on "Edit."
③ Turn off the "Exclude from SSO" setting.
④ Click "Save."
7. Change the notification recipient to the company email address on the return-to-work day.
When employees return to work, please change their email notification settings back to their company email address on their return date. This ensures that email notifications will be sent to their company email address from that date.
① Click on "Email & language settings."
② Click on "Edit."
③ Select "Available."
④ Click "Save."
Click here for the Japanese version of this manual.
【SSO機能あり】休職者操作マニュアル