How do I add a New Employee

Adding a New Employee

There are two ways in which a new employee can be added to the system. The employee may set up their own account (if they have a legitimate e-mail address) which will connect them to the bank OR the LMS Administrator can add the new employee to the banks Roster. 

Employee creating own account:

• Go to www.icba.org.
• Click on Member Login in the upper right corner.
• Click on Create an account in the “Login” box.
• Enter your e-mail address, a password, and click Continue.

An e-mail will be sent to the e-mail address entered in Step #4 with instructions to complete your account setup. Two things to note regarding the e-mail and continued account setup:

1. To receive appropriate access rights and ICBA benefits, make sure that you select an organization from the dropdown list of existing organizations. 
2. The link is valid for 24 hours from the time of receipt and can only be clicked on once.

The e-mail will come from info@icba.org. Please check your spam or quarantine to find the e-mail. Also, ask your IT department to whitelist the following in order to receive e-mails:

• IP addresses (205.201.42.27 and 205.201.40.208),
• domain icba.org, and 
• main email address info@icba.org

Whitelisting ICBA’s email domain does not affect your bank’s email security or deactivate your spam filter.

LMS Administrator creating new account: 

• Go to www.icba.org.
• Click on Member Login in the upper right corner.
• Enter your e-mail and password for your ICBA Account.
• Click on My Account in the upper right corner.
• Scroll down to the Organizations You Manage box and click the Manage Roster button next to Location you want to add the new employee to.

Please enter data using missed case (both upper and lowercase letters) and standard capitalization rules.

• Prefix – Required field.
• First Name – Required field.
• Last Name – Required field.
• Suffix – If applicable, not required.
• Nickname – Required field.

• Email – An e-mail address is required for all new accounts as this is their “username” to access the system. If the employee has a legitimate e-mail, enter their e-mail address. Note: duplicate e-mail addresses may not be used. Everyone must have their own unique e-mail address. If the employee does not have a legitimate e-mail, leave the e-mail field blank and check the box “No Email Available”. A fictitious e-mail address will be generated for them once their account is created (xxxxxx@commbanku.com). 
• New Password – You may choose to create a password for the new employee to get them started. It is not required. However, If the employee does not have a legitimate e-mail address you MUST create a password for them as they cannot reset their password on their own.
  1. If you do not create a password for the employee, they must follow the Password Reset instructions in the Password Reset section beginning on Page 10 of this Guide. 
  2. If you do create a password for another employee, the employee will receive an e-mail from info@icba.org stating their password has been changed.  We also suggest you have them change their password to something only they know once they’ve logged in. Provide the employee with the following instructions:

• Go to www.icba.org.
• Click on Member Login in the upper right corner.
• Enter your e-mail and the password provided to you and click the Login button.
  • Click on My Account in the upper right corner. 
  • Click on Change My Password found at the bottom of the list in the “My Account Links” box on the right side of the screen.
  • Enter your new password twice and click the Save button.
  • You will receive an e-mail from info@icba.org stating that your password has been changed (if you have a legitimate e-mail address).

Employees who do not have a legitimate e-mail address, may change their e-mail address this same way. They just cannot reset their password on their own if they have forgotten it.

Passwords are case sensitive – there are no other requirements for length or character type.

• Title – Required field.
• ICBA Relationship – Required field. This fields determines what the employee can do within the bank’s online ICBA account. Choose one of the following from the dropdown:

• Employee – Can manage their own account and no others.
• Middle Manager – Can manage individuals only at the location they are linked to.
• C-Level – Can manage individuals at any branch or head office location as well as manage organization locations and demographics. LMS Administrators must be C-level.

• Job Functions – This field is used to capture an employee’s role within the bank. You may start typing a job function and the available fields will appear for you to choose from, or you can click in the field with your mouse and the entire list will appear for you to choose from. You may enter/choose more than one job function by entering them individually or holding the Control button on your keyboard while selecting from the dropdown. 

• If a matching name appears in the “Accounts Found” box, you must determine if this is the same person you are attempting to add. 
  • If an Organization of a potential match appears and is the same as your Organization but the person is at a different location, click Edit This Individual and change their Organization (location). After editing, click the Save button.
  • If an Organization of a potential match appears and it looks like the Organization that your new employee worked at before, double check with the individual first, then click Edit This Individual and change all of the appropriate fields to match their current position at your bank. After editing, click the Save button.
  • If there is an exact match and all information is correct, the new employee you are attempting to add, is already set up. Click the Cancel button next to the new entry you started. 
• If there is not an exact account match in the “Accounts Founds” box or you are uncertain if a potential match is an exact match, click on Click here to add the individual anyway and they will be added to the system. Note: This may happen when an employee leaves the bank, they are deleted, and then return to the bank to work. Even though they were removed from your bank, they are not removed from the ICBA system.