The Manage User settings allows you to set up and control what users have access to in the business as well as the type of access and permissions.
To access Manage Users, go to Business > Payroll Settings > Manage Users (under the Business Management list). Alternatively (and for QBO users), go to Payroll Settings > Manage Users (under the Business Management list).
This page allows you to add a new user and assign permissions, edit existing user permissions and export all user permission settings.
Add a New User
To add a new user, click the "Add" button to the right of screen. The screen will appear as follows:
You will be required to complete all of the following:
- The user's email address;
- The user's full name;
- Select the access level for that user by clicking on either ‘Full Access’ or ‘Restricted Access’. Full access gives the user administrator access to ALL areas and functions of payroll. Restricted access is commonly given to managers. Here you can select what specific areas you want the user to access and restrict by employee group and/or location.
- If ‘Full Access’ is selected, then click ‘Save’. The new user will receive two separate emails with login details and instructions on creating a password and logging into payroll.
- If ‘Restricted Access’ is selected, further settings will appear for you to complete. There are 3 different sub-settings you can provide a restricted user with. You can choose to activate one or all 3 of the different types of access. The sub-settings are:
- Employee access: choose an employee or group of employees the user can access. To create an employee group from this section, click on ‘Create’ for the context panel to appear. From there enter a name for the employee group and complete the criteria required that make up this group. You can include more than one criteria by clicking on “Add another criteria” and then choose whether the multiple criteria must match ALL or ANY of the criteria selected. You can also create employee groups from the ‘Manage Employee Groups’ tab, which is explained further below.
- Location: choose a location(s) the user can access. You can also select a location and all it's sub-locations to be be included as well (this means that the user will have access to all sub-locations sitting underneath the location selected).
- Reporting: provide the user with access to one, some or all reports. Keep in mind any reports that are accessed are "whole" reports - ie. the reports are not restricted based on employee and/or location access granted to the user.
- View Leave Requests: Can only view leave requests (ie. read-only).
- Create Leave Requests: Can only create leave requests but not approve or view leave requests.
- Approve Leave Requests: Permissions of ‘View Leave Requests’ and ‘Create Leave Requests’ as well as the ability to approve requests.
- View Employee Expenses: Can only view expenses (ie. read-only).
- Create Employee Expenses: Can only submit expense requests for other employees but not approve or view expense requests.
- Approve Employee Expenses: Permissions of ‘View Employee Expenses’ and ‘Create Employee Expenses’ as well as the ability to approve requests.
- View Employee Rosters: Can only view the roster (ie. read-only).
- Manage Employee Rosters: Users can create, edit, delete and publish shifts as well as add employee unavailability.
- Create Timesheets: Users can create and import timesheets. They can also edit and delete timesheets submitted by employees they manage.
- Approve Timesheets: Permissions of ‘Create Timesheets’ plus ability to approve timesheets.
- View Shift Costs: Users can see the shift and/or timesheet costs.
- Create Tasks: Users can view and create pay run tasks.
You can select one or a combination of these permissions to assign to a user. Once permissions have been assigned, click on 'Save'.
Edit an Existing User
Click on the pencil icon located on the right hand side of the user's name to display the user's settings. From here you can change the employee's name, the access type and/or permissions granted. Then click on 'Save'.
N.B. The user will not receive an email once you have updated their access settings.
Delete an Existing User
Click on the bin icon located on the right hand side of the user's name. A delete confirmation popup box will appear:
N.B. The user will not receive an email notifying them their access has been revoked.
You can export all the users and their permission information into an excel spreadsheet. To do this click on 'Export' (located on the right hand side of the screen).
Manage Employee Groups
Create an Employee Group
In order to provide users with permissions for a set of employees, we first need to define that set of employees. To do this, you need to create an ‘Employee Group’.
One of the interesting properties of employee groups is that they are dynamic. When a new employee is added that matches the criteria, they are automatically added to the group. This reduces the configuration overhead required when setting up new employees.
To create an employee group click on “Create” (located on the top right hand side):
The context panel will appear where you can then follow the above instructions on creating a group.
As an example, Ashley Bailey is responsible for managing staff primarily engaged in Administration and Guest Services. Additionally, she is not allowed to approve any of her leave and expense requests. To create an employee group based on that scenario, the criteria would be set as follows:
As discussed earlier, this group is dynamic and as such if new employees are added to Administration or Guest Services, they will automatically be added to the employee group.
When you change the criteria, the UI is updated, indicating the number of employees that match this criteria.
Other criteria (or combination of) than can be used to create an employee group include:
- employment type; and/or
- pay schedule; and/or
- tag; and/or
- employing entity.
Edit an Employee Group
Click on the pencil icon located on the right hand side of the employee group to bring up the context panel. From here you can change, add or delete any of the criteria used to define the employee group. Then click on 'Save'.
Delete an Employee Group
Click on the bin icon located on the right hand side of the employee group. A delete confirmation popup box will appear:
View an Employee Group
From this screen, you can also view the employees who form part of an employee group. To do this, click on the ‘x matching employees’ text to the right of the employee group name.