Guide: Roles, permissions, and user accounts for Administrators

This guide covers how administrator roles, permissions, and user accounts work in Wagepoint, including key workflows such as:

• Review administrators
• Edit permissions for administrator roles
• Remove access to the Employee portal
• Change an individual administrator's role

You'll also find an overview of how Roles and permissions work and frequently asked questions.

Note: In order to make changes to User Accounts, Roles and Permissions, you must be an account owner.

If you are looking for employee and contractor roles and permissions, check out our guide here.

What's the difference between Roles, permissions, and User accounts?

The short answer:

• Roles are a set of permissions and notifications that apply to anyone with the same role.
• Permissions are the specific limitations of what can be viewed and edited within Wagepoint.
• User accounts are individual administrator accounts.

You'll find more details and examples of each element below.

• Roles

  Every user in your Wagepoint account has a Role.

  The user's Role determines the permissions and notifications for that user. Each will be able to log into their own Wagepoint account, but each can view and edit different information in your company's account and/or the employee portal.

  There are five administrator roles and two employee portal roles:

  • Administrator roles
    • Account owner: This person is in charge of the entire account's operation
    • Authorized signatory: this person is in charge of banking and has the authority to sign cheques on the company's behalf
    • Payroll administrator: this person is in charge of the account's payroll
    • Manager: this person is in charge of the people in their department
    • Report administrator: this person has access to the company's payroll and billing reports
  • Employee portal roles
    • Employee
    • Contractor

    Example: My office manager, Michael Mixer, will be managing payroll for my business most of the time. I'll add Michael as a Payroll administrator, so he will have permission to run my payroll, edit my payroll information, and receive notifications related to my company's payroll.

• Permissions

  When you assign a role to an individual, you are setting the permissions for what they can and cannot access within Wagepoint. These permissions will apply to everyone that is assigned the related Role. 

  For every permission, there is one or multiple setting options, such as:

  • View only
  • View & Edit
  • No access

  If your account is connected to a Wagepoint partner, these permissions will also set the access for your bookkeeper or accountant. You can change a partner's access by changing their role or their associated role's permissions.

  Example: I've given Michael the role of Payroll administrator in my account. I review the Payroll administrator's permissions, and I decide I'd rather than Michael not have permission to edit my Banking information, so I change the Banking information permission setting from View & edit to View only. This means that Michael, and any other Payroll administrators in my account, will be able to view the Banking page but not make any changes.

• User accounts

  
  A user account is an account with administrator access to Wagepoint. You can use the User accounts settings to get an overview of all individuals with administrator access or to manage the user details for any individual administrator.
  
  Example: One user account belongs to Michael Mixer, who I've assigned the Role of Payroll administrator. But there are other user accounts (administrator accounts) in my Wagepoint company, including my own user account (as the Account owner) and another Payroll administrator, Betty Baker. Michael and Betty both have their own individual user accounts, but they share the same Role (and therefore, the same set of permissions).
  
  

---

Overviews: Roles & permissions page and User accounts page

• The Roles and permissions page is where you can manage:

  • what user accounts have administrator access
  • what administrators have access to in your company account
  • what employees and contractors have access to in their Employee portals

  

  At a glance, the Roles and permissions page shows the Roles available in your account as well as the number of individuals assigned to that Role. To view the permissions and people associated with each Role, locate the relevant role in the table and click View.

• 

  The User accounts page is where you can:

  • view a list of all your administrator accounts and their roles
  • change an individual administrator's role

Key workflows: Administrator roles, permissions, and user accounts

• 1. Under Administrators, locate the relevant role and select View.

  

   

  2. Click Assigned people.

  

   

  3. All payroll administrators will appear in this table, along with their full name, email, account type, and the time of their last login.

  • Use the Search and Filter tools to find the relevant individual.
  • Under Last logged in, you can view the last time the employee logged in. If no time appears here, then the employee has not yet logged in.

  
   
• 1. In the navigation bar, select Settings.
  2. Select Roles & permissions.

  

   

  3. Locate the relevant role in the table and click View.

  • If there are no people assigned to the Role yet, you can also select the drop-down arrow and click Assign user. This will bring you directly into Step 5.

  

  4. On the Assigned people tab, click Assign [Report administrator].

  

   

  4. Under Who are you adding?, select whether the new administrator is an Employee or non-Employee.

  

  5. You be prompted to provide information based on your selection, such as the administrator's name and email.
  6. When you've entered the relevant info, click Invite (for an employee administrator) or Assign (for a non-employee administrator).

   

   

  7. If you are creating an employee administrator, you may also be prompted to indicate whether you'd like to send the administrator an invitation to the Employee portal.

  

• You can change permissions for an administrator role to enable or remove access to certain areas of your Wagepoint account.
  
  1. In the navigation bar, select Settings.
  2. Select Roles & permissions.

  

  3. Locate the relevant administrator's role and click View.

  

  4. On the Permission settings tab, review the permissions for this role.

  5. To make changes, click Edit.

  

  6. In the Permission settings table, make your changes.

  • You can use the Reset to default permissions for this role button if needed.

  

  7. Click Save.

  

• 1. In the navigation bar, select Settings.
  2. Select Roles & permissions.

  

  3. Locate the relevant administrator's role and click View.

  

  4. Under the Assigned people tab, locate the relevant individual and click Disable.

  

  5. In the confirmation, click Disable.

  

  If you ever want to review or re-enable any disabled items, you can find them using the Filter tool. 

• 1. In the navigation bar, select Settings.
  2. Select Roles & permissions.

  

  3. Locate the relevant administrator's role and click View.

  

  4. Navigate to the Assigned people tab, and click Filter.

  
  

  

  5. Check the box next to View disabled items, then click Show results.

  

  6. Locate the relevant individual in the table, and click Enable.

  

• 1. In the navigation bar, select Settings.
  2. Select User accounts.

  

  3. In the table, review your administrators.

  • Use the Search tool to search for an administrator.
  • Use the Filter tool to view disabled administrators.
  • Click Add administrator to add a new administrator.

  

• 1. In the navigation bar, select Settings.
  2. Select User accounts.

  

  3. Locate the relevant individual in the list, and click View.

  

  4. In their User details, click Edit.

  

   

  5. Under Role, use the drop-down menu to change the administrator's role.

  • When you change an individual's role, their permissions will update to match their new role.
  • You can also Assign your administrator to a department on this page.

  

  6. Click Save.

  
   

 

 

---

FAQ: Roles, permissions, and user accounts for Administrators

• 1. Navigate to Settings > User accounts.
  2. In the Administrators table, locate the relevant individual.
  3. Under Last logged in, you can view the last time the administrator logged in. If no time appears here, then the administrator has not yet logged in.

• Yes, an administrator-employee is shown in the Employee portal count as well.

• Access levels include:

  View & edit: The user will be able to access and edit the information in that section.
  View only: The user can access the section in a read-only state.
  No access: The user cannot see anything in that section.
  Run & submit: This is unique to payroll permission and a two-step approval process should be enabled. A user can access the payroll screen, input data, and submit payroll for another user to review and approve before it gets processed.
  Run & approve: This is unique to payroll permission. Run, submit, and approve payroll.
  View & export: This is unique to Reports permissions. The user can modify the available filters and export functionalities (e.g., print, export to .CSV, export to QuickBooks, generate a share link) in the Reports section.
  View-only (Reports): This is unique to Reports’ permission. A user can use the available filters but cannot use the export functionalities. They will not appear to users with this access level.

• In order to assign a manager, you'll need to set up departments first.
• Your client will need to adjust the permissions settings of your role (either Payroll or Report administrator) to allow you to access these settings. We cannot do this for you, it must be done by the Account owner or someone else who has been given access by the Account owner.
• You can have as many administrators as you'd like. However, there can only be one Account owner. If you would like to have multiple administrators with functionally full access to your Wagepoint account, you can tailor the permissions for another administrator role to accomplish this.