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Give payroll access via Permission settings

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Essentials, Engage, Elite, Unlimited HR+Payroll
Available for the following user access levels: Admin

You can use Permission settings to give different levels of permission and access to pay runs, payroll communications and payroll reports. This is useful for giving different people the correct permissions for whatever their job requires. For example, your main payroll administrator may require the ability to modify pay runs but an assistant may only need view-only access.

For pay runs, you can either give employees view-only access or the ability to modify pay runs. For payroll communications, you can choose to give view-only access or the ability to send messages. For payroll reporting, again you can only give the ability to generate a report.

The below shows you how to grant these permissions to employees.

Permission settings for Pay runs

Permission settings for Pay runs

This shows you how to give employees read-only or modify permission to access pay runs.

  1. Click the Settings menu.
  2. In the Security & Access Control section, click Permissions.
  3. Click the Add Permission button to create a new permission.
  4. Complete the relevant fields, including Group name, description and who you want to include in the group. For more information on setting up Security groups see this article.
  5. Click the Other permissions tab.
  6. Scroll down to the Pay runs setting.
  7. You can give a group of employees the following permissions:
    • View: These employees can see employee count, report pack and gross wages but cannot approve a pay run.
    • Modify: These employees can amend, prepare pay runs and approve pay runs.
      1 Pay runs check box.jpg
  8. Tick the relevant check box, then click Create.
Permission settings for Payroll communications

This shows you how to give employees read-only or modify permission to communicate with your payroll partner, which can be accessed via Ask Hero AI.

Please note: The Contact Payroll Partner option in Ask Hero AI is not available when the organisation is in set up mode.

  1. Click the Settings menu.
  2. In the Security & Access Control section, click Permissions.
  3. Click the + Add Permission button to create a new permission.
  4. Complete the relevant fields, including Group name, description and who you want to include in the group. For more information on setting up Security groups see this article.
  5. Click the Other permissions tab.
  6. Scroll down to the Payroll Communications setting.
  7. You can give a group of employees the following permissions:
    • View: These employees have read-only access to current and past messages in Ask Hero AI > History.
    • Modify: These employees can view messages via Ask Hero AI > History and send messages via Ask Hero AI > Contact Payroll Partner.
      2 Payroll comms checkboxes.jpg
  8. Tick the relevant check box, then click Create.
Permission settings for Payroll reports

This shows you how to give employees read-only or modify permission to access payroll reporting.

  1. Click the Settings menu.
  2. In the Security & Access Control section, click Permissions.
  3. Click the + Add Permission button to create a new permission.
  4. Complete the relevant fields, including Group name, description and who you want to include in the group. For more information on setting up Security groups see this article.
  5. Click the Other permissions tab.
  6. Scroll down to the Payroll Reports setting.
  7. Giving Modify access will allow the group of employees the ability to generate and download payroll reports as XLSX files.
    3 Payroll reporting checkboxes.jpg
  8. Tick the relevant check box, then click Create.

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