Restricted Users - Employee and Location Permissions

A full access user is able to grant restricted access to another user (a manager for example). You can then give this user access to certain areas of the payroll file and then set the permissions within each of these areas. This is helpful when you only want managers to be able to access certain groups or locations of the business, and within that, only certain functions. 

You will first need to give the restricted user access to a particular employee group or location. This article will assist with setting that up - Manage Users

NB: If you want to exclude a restricted user from being able to approve their own leave/expenses/timesheets, you can set this up via 'Employee groups'. 

Then you can select the specific areas the restricted user will have access to for the employees included in their group or location. Within each of these areas, you can then set the specific permissions required. For example, approving timesheets and/or creating & viewing leave requests.

The areas that can be configured further include: 

  • Leave 
  • Expenses 
  • Documents
  • Qualifications
  • Rosters
  • Timesheets
  • Costing
  • Tasks
  • Employee

 

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These permissions will allow the user to perform the following tasks ONLY for employees they have access to according to their relevant employee group and/or location access. 

The following is a detailed list of all areas you can grant a ‘restricted user’ access to, each of the permissions associated with each area and exactly what each of those permissions mean. We have also included (for clarity) some of the tasks the user cannot perform with certain permissions.

Note: In each action, where the user has access to the ‘Action Summary’, this relates to the following data: 

Created By: user & Created:date/time;

Updated By:user & Updated:date/time;

Approved By:user & Approved:date/time;

Declined By:user, Declined:date/time & Declined Reason: XX. 

Leave

Approve Leave Requests - Approve only permissions will allow the user to perform the following tasks:

  • view leave calendar;
  • view all leave requests regardless of status & which user has created them; 
  • view the relevant employee’s name; leave start/end dates, units, status, associated attachments, notes, the date the leave was ‘Requested on’ and the user the request was ‘Actioned by’; 
  • view the ‘Action Summary’ by hovering over the status of the request (regardless of who created the request);
  • edit, approve, decline or delete the leave request;
  • download the leave requests to excel;
  • CANNOT create a leave request.

Create Leave Requests - Create only permissions will allow the user to perform the following tasks:

  • create a leave request;
  • edit a leave request during the creation process (before they have submitted the request) Once the request has been submitted the user can no longer edit as the request will disappear from their view;
  • CANNOT use the ‘Approve Immediately’ option;
  • CANNOT view, edit, approve, decline or delete an existing (already submitted) leave request regardless of who created it.
  • CANNOT create leave requests within WorkZone

View Leave Requests - View only permissions will allow the user to perform the following tasks:

  • view (read-only) all leave requests regardless of status & which user has created them;
  • view the relevant employee’s name, leave start/end dates, units, status, associated attachments and notes;
  • view the ‘Action Summary’ by hovering over the status of the request (only for leave the user has created themselves, if they have create permission);
  • CANNOT create, edit, approve, decline or delete an existing leave request;
  • CANNOT view when the leave was ‘Requested on’ and the user the request was ‘Actioned by’.

N.B. Please note you can only edit a leave request before it has been applied or only part applied in a pay run. Fully applied leave can not be amended.

Expenses

Approve Expenses - Approve only permissions will allow the user to perform the following tasks:

  • view all expense requests regardless of status & which user has created them;
  • view the relevant employee’s name, description, associated attachments, amount, the date the expense was ‘Requested on’, status and the user the request was ‘Actioned by’;
  • view the ‘Action Summary’ by hovering over the status of the request (regardless of who created the request);
  • edit, approve, decline or delete an existing expense that has been created by another user;
  • CANNOT create an expense request.

Create Employee Expenses - Create only permissions will allow the user to perform the following tasks:

  • create an expense;
  • edit an expense request during the creation process (before they have submitted the request) Once the request has been submitted the user can no longer edit as the request will disappear from their view;
  • CANNOT use the ‘Approve Immediately’ option;
  • CANNOT view, edit, approve, decline or delete an existing (already submitted) expense regardless of who created it.
  • CANNOT create expense requests within WorkZone

View Employee Expenses - View only permissions will allow the user to perform the following tasks:

  • view  (read-only) all expense requests regardless of status & which user has created them;
  • view the relevant employee’s name, expense description, associated attachments, amount & status;
  • view the ‘Action Summary’ by hovering over the status of the request (only for expenses the user has created themselves, if they have create permission);
  • CANNOT create, edit, approve, decline or delete an existing expense;
  • CANNOT view any notes within the expense request; 
  • CANNOT view the ‘Requested on’ and ‘Actioned by fields for expenses created by other users’.

Documents

Manage Employee Documents - Manage only permissions will allow the user to perform the following tasks:

  • upload a global document; 
  • upload a document for an individual employee; 
  • select who the document will be visible to, employee acknowledgement and employee notifications;
  • view/download, edit, delete & resend notifications for documents they have uploaded by themselves;
  • view/download documents other users have added;
  • CANNOT edit, delete & resend notifications for documents other users have added.

View Employee Documents - View only permissions will allow the user to perform the following tasks:

  • view/download documents other users have added; 
  • CANNOT upload documents;
  • CANNOT edit, delete & resend notifications for documents other users have added.

Qualifications

Manage Employee Qualifications - Manage only permissions will allow the user to perform the following tasks:

  • add employee qualifications (in bulk or at an employee level);
  • manage bulk employee qualification updates;
  • view employee qualifications from within an individual employee’s file (qualification name, expiry, reference number & download any associated documents); 
  • edit, import & export employee qualifications;
  • delete an employee qualification if 0 employees have the qualification.

View Employee Qualifications - View only permissions will allow the user to perform the following tasks:

  • view employee qualifications from within an individual employee’s file (qualification name, expiry, reference number & download any associated documents); 
  • CANNOT add, edit, import, export or delete employee qualifications. 

Rosters

Manage Employee Rosters - Manage only permissions will allow the user to perform the following tasks:

  • view a rosters for locations and employees the user has access to;
  • view draft, published, pending & accepted shifts;
  • create, assign, publish, unpublish, copy, edit & delete roster shifts;
  • access employee details via the employee context panel;
  • add employee unavailability;
  • create, edit (if this setting is enabled in the roster settings) delete or apply a roster template;
  • create, edit & use a bidding group;
  • approve or reject shift swaps;
  • view roster costs (if the user also has Costing permissions); 
  • set & edit roster budgets (if this setting is enabled in the roster settings) 
  • export & print a roster

View Employee Rosters - View only permissions will allow the user to perform the following tasks:

  • view a roster for locations and employees the manager has access to;
  • view draft, published, pending & accepted shifts;
  • access employee details via the employee context panel;
  • view roster costs (if the user also has Costing permissions); 
  • set & edit roster budgets (if this setting is enabled in the roster settings) 
  • export & print a roster;
  • CANNOT add employee unavailability;
  • CANNOT access roster templates or bidding groups;
  • CANNOT approve or reject shift swaps.

Timesheets

Approve Timesheets - Approve only permissions will allow the user to perform the following tasks:

  • view timesheets regardless of status & which user has created them;
  • view date, employee’s name, status, start/end times, breaks, location, work type, shift conditions, classification, duration (breaks), notes, associated attachments & timesheet submission type;
  • approve, reject, undo, delete or edit (notes only) existing timesheets;
  • see other employees they have access to with missing timesheets;
  • view timesheet costs (if the user also has Costing permissions);
  • CANNOT create or import timesheets;
  • CANNOT edit timesheet details (except for notes).

Create Timesheets - Create only permissions will allow the user to perform the following tasks:

  • create & import timesheets;
  • view date, employee’s name, status, start/end times, breaks, location, work type, shift conditions, classification, duration (breaks), notes, associated attachments & timesheet submission type;
  • edit or delete (clear a timesheet line) any existing submitted timesheets regardless of who created them; 
  • create a timesheet from an approved leave request;
  • view timesheet costs (if the user also has Costing permissions);
  • CANNOT approve, reject or undo (change the status);
  • CANNOT edit or delete (clear a timesheet line) any existing approved, rejected or processed timesheets. 
  • CANNOT create timesheets within WorkZone

Costing

View Shift Costs - View only permissions will allow the user to perform the following tasks:

  • view costs for timesheets and/or roster shifts;

Tasks

Create Tasks - Create only permissions will allow the user to perform the following tasks:

  • create a pay run task;
  • view pay run tasks (including any associated attachments) regardless of which user created them;
  • edit or delete a pay run task they have created themselves;
  • CANNOT edit or delete a task created by another user;

Employee

Initiate Self Setup - This permission will allow the user to perform the following tasks:

  • initiate the employee self setup process;
  • CANNOT see the employee’s information until the set up is complete and only then if the employee is one of which the manager has access to. 

View employee details - Configure whether the user should have access to employee details and, if so, the level of access:

  • No access to employee details
  • View employee details
  • Edit basic employee details
  • Edit all employee details

See this article for more information on employee restricted access.

If you have any questions or feedback, contact us via support@yourpayroll.com.au

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