Note: In order to make changes to User Accounts, Roles and Permissions, you must be an account owner.
Review available and assigned company roles
1. In the navigation menu, go to Settings.
2. Under Company settings, click Roles & permissions.
3. On the Roles and permissions page, review the roles that are available for your company and (if applicable) how many user accounts are assigned to each role.
4. For more details, click the relevant role card.
5. Under the role name, review and make any necessary changes to the tabs:
- Permission settings: View and make changes to the permissions attached to this role.
- Assigned people: View list of people assigned to this role.
Assign an employee to a role
1. In the navigation menu, go to Settings.
2. Under Company settings, click Roles & permissions.
3. Find the desired role card and either:
- If no one has been assigned yet, click Assign user.
- If at least one user is already assigned to the role, click the card to open role details. The Roles page will be open by default. Under the [Role name] header, navigate to the Assigned people tab, then click Assign [role name] to start the workflow.
5. Under Who are you adding?, select Employee. This step will not appear if you are assigning a manager.
6. Under Select an Employee, use the drop-down menu to indicate the relevant person.
7. (Optional) Under Assign a location, add the employee’s location. This field is only displayed if locations are being used.
8. (If applicable) If you are assigning a manager role, select the relevant department under Assign a department.
9. Click Save.
10. On the Employee Portal message, indicate if you would like the employee to view their paystubs and year-end forms using our secure online portal. Click Send invite to invite them now or No, thanks to skip this step.
Assign a non-employee to a role
Important! Be aware that if you assign a non-employee to a role, a person outside the company will have access to the company’s payroll information.
1. In the navigation menu, go to Settings.
2. Under Company settings, click Roles & permissions.
3. Find the desired role card and either:
- a. If no one has been assigned yet, click Assign user.
- b. If at least one user is already assigned to the role, click the card to open role details. The Roles page will be open by default. Under the [Role name] header, navigate to the Assigned people tab, then click Assign [role name] to start the workflow.
4. Under Who are you adding?, select Non-employee.
5. Enter the person’s first and last name.
6. Enter the person’s email address, then re-type this address to confirm it is correct.
7. (Optional) Under Assign a location, add the employee’s location. This field is only displayed if locations are being used.
8. Click Assign.
An invite will be sent to the new user with a User ID and a temporary password. If they do not see this email, ask them to check their junk and trash email folders.
Assign a manager to a role
In order to assign a manager to a role, departments must be set up. A manager can be assigned to more than one department; however, only one manager can be assigned per department.
1. In the navigation menu, go to Settings.
2. Under Company settings, click Roles & permissions.
3. Locate the Manager role card and either:
- a. If no one has been assigned yet, click Assign user.
- b. If at least one user is already assigned to the role, click the card to open role details. The Roles page will be open by default. Under the Manager header, navigate to the Assigned people tab, then click Assign Manager to start the workflow.
6. Select the Employee from the drop-down list. Contractors are not included in this list.
7. Under Email, review the email on file or enter one if needed. Tip! Double-check the email address.
8. (Optional) Under Assign a location, add the manager’s location. This field is only displayed if locations are being used.
9. Under Assign a department, use the drop-down menu to assign a department.
10. Click Save.
11. On the Employee Portal message, indicate if you would like the employee to view their paystubs and year-end forms using our secure online portal. Click Send invite to invite them now or No, thanks to skip this step.