How to register an individual user (with an employee profile)

Registering an individual user (with employee permissions) is an essential step to ensure that each employee has secure and restricted access to the platform.

With this user account, the employee will be able to clock in and out, view their registration information, and access data related to their own performance, without having access to the settings or information of other team members.

In this article, you will learn how to complete this registration, ensuring efficient management of your team.

How to register an individual user:

1. In the navigation menu of the Management website, click on Registrations. Then select the Employees.

2. Select the already created employee from the list.

3. Select the " Create/Edit user " option .

4. Fill in the user registration fields:

• Username: Enter the full name (or first and last name) of the employee who will use the username.
• Email: Enter the email address that will be used to log in to the platform. This can be a real email address so that the employee receives notifications, time and attendance records , and can recover their password, or a fictitious email address if there is no need for direct communication. The field will be automatically filled in if you have added the email address in the "optional fields" section of the employee's registration.
• System access password: Register a password of at least 8 characters. This password will be used to access the system and can be changed later.
• Phone: Please provide the phone number of the person who will use this account. This information is essential when the user is the point of contact with Pontotel support. This information will allow us to identify them as the primary contact and use this phone number for any support tickets that are opened.
• CPF: User's CPF number, used as identification data. This information is mandatory for users who need to create or edit registrations on the platform.
• Employee associated with this user: Allows you to link the user to an employee already registered in the system. This link is necessary when the user will be used personally by the employee to record their time and attendance.
• Code: Assign a unique code to organize and identify the user in the system. This field can facilitate the consultation and management of records.
• General permission: Defines the user's access level and controls which functionalities will be available. When selecting the employee, the *"personal permission"* field will not appear. However, if the user also performs management functions and, in addition, needs to clock in and out, configure the management permission in this field and, in "personal permission", assign the employee.
• • If you want to create only an individual user without management functions, select the "employee" option in this field.
• Personal permission: Allows you to assign specific access rules to the user, if you have an employee linked to the user. If the user is exclusively for time and attendance management, leave this field blank.

• User's Leader: Field to link a leader responsible for the employee, if applicable.
• To whom will this user have access: When selecting a general permission that does not grant access to all locations, this field will appear. Define here the locations, groups, or subordinates to which this user will have permission to access in the system for management purposes.

Example of a form filled out by an individual user (without management roles):

5. Configure advanced options (optional):

• Generate random password and send by email: When selected, automatically generates a password and sends it to the user's registered email address.
• Require password change on first access: Forces the user to reset their password as soon as they access the platform for the first time.
• Enable two-factor authentication (MFA): An additional security feature that requires a second authentication factor when logging in (such as a code sent via email or an authenticator app).
• Consider this user as the point of contact for support: by enabling this option, the user becomes the company's main contact for Pontotel support. This means that their data, such as phone number and email, can be used in open support tickets, facilitating communication and speeding up service when support is needed. Since this is a personal employee user, we recommend not enabling this option.

6. Click the Save button to finalize the creation or modification.

• If the "employee" permission is not appearing to be selected, it means you did not start the registration process correctly. Review step 1 instructed above.
• If the employee doesn't need to clock in on a personal device, nor access their timesheet or data, there's no need to create a user with "employee" permissions. In this case, clocking in should be done on a shared device. Logging into this device should be done with a shared user account. Learn more about permissions in this article.

Registering a user with employee profile/permissions is an important process to ensure that each employee has appropriate access to the platform's features. By understanding how to assign the correct permissions, it's possible to optimize time and attendance management, ensuring that employees can record their work hours efficiently without compromising information security.

If you still have questions or need assistance, please contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp.

Updated on: May 20, 2026