Understanding Employees vs Users

Overview

Sugar contains a Users module accessible by administrators and an Employees module accessible by regular users and administrators. While they are similar, they are not the same. This article explains the difference between these modules. 

Employees vs Users

All users are employees, but not all individuals listed in the Employees module need to be users. To understand the main differences between these two modules, consult the table below:

When a new user record is created by an administrator, a corresponding employee record is created in the Employees module, which can be viewed by regular users via the Employees option under their user profile menu.

Administrators may also choose to create employee records ad hoc that are not related to Sugar's users.

The Employees module allows administrators and regular users to see a list of all employees within their organization, their contact information, and their employment status. This module may be utilized as an organized list of all individuals within your organization regardless of if they are a licensed Sugar user. All users can view employee information and export employee record details. However, they cannot create or manage employee information as administrators can.

The Users module provides administrators access to create, edit, activate, and deactivate the profiles of all the users in their Sugar instance, allowing them to control who logs in and who uses a license seat. It can be accessed by selecting "User Management" on the Users panel of the Admin page.

The Users module also allows administrators to see a user's local preference settings, email and notification settings, as well as an overview of their permissions within Sugar.

Note: For instances that use SugarIdentity, the administrator will need to access SugarIdentity to create users and manage certain fields in user records.