Manage user access (for partners with brand access)

Dominic Beckham

Updated 12 August 2025 23:13

Brand Access Partners Only

This article is specifically for partners with brand access. If you can see additional tabs (Employee access, Location access, Clock Me In access) when creating restricted users, please refer to this article instead.

To create a user that has access to the business file, you need to access the 'manage users' page by going to Payroll settings > Manage users. From here, you are able to set up the following types of user:

Full access gives the user administrator access to ALL areas and functions of payroll.
Restricted access allows you to provide specific permissions for reporting and pay run access only.

Only full-access users can create a full or restricted-access user.

Security Requirement

2FA (Two-Factor Authentication) is mandatory for all full access and restricted users with access to reports.

Add user

Log into your payroll platform.
Go to Payroll Settings.
Select Manage Users.
Click the Add button to the right of the screen.
In the screen that appears 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'
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:

You can choose to activate one or both of the available access types:

Reporting access
Pay run access

Reporting access

Reporting access will provide the user with access to reports. You can choose from the following options:

No reports - User has no access to any reports
All reports - User can access all available reports
Report packs - User can access configured report packs
The following reports - Select specific individual reports from the available list

Pay run access

Pay run access provides two types of permissions:

Pay run approval

You are able to provide the user access to approve/decline pay schedules that have been configured to require pay run approval before it is finalised (via the Payroll settings Pay schedules page). By giving them pay run approval permission, they are then able to approve/decline any pay run belonging to a pay schedule that they have access to.

Choose from:

No pay schedules - User cannot approve any pay runs
All pay schedules - User can approve pay runs for all pay schedules
The following pay schedules - Select specific pay schedules the user can approve

Pay run creation

You are able to provide the user access to create pay runs for pay schedules within the business. Once the user has pay run creation access, they are able to create pay runs and perform related activities required (such as importing timesheets or downloading pay run reports).

Choose from:

No pay schedules - User cannot create any pay runs
All pay schedules - User can create pay runs for all pay schedules
The following pay schedules - Select specific pay schedules the user can create pay runs for

Note: When you select "All pay schedules" or "The following pay schedules," the user will have read-only access to ALL employees within the pay runs.

After configuring the required access permissions, click Save.
The new user will receive two separate emails with login details and instructions on creating a password and logging into payroll.

Delete user

Log into your payroll platform.
Go to Payroll Settings.
Select Manage Users.
Scroll to the user's name you wish to remove.
Click on the bin icon located on the right-hand side of the user's name.
Confirm your intent to revoke access.

Export user

Log into your payroll platform.
Go to Payroll Settings.
Select Manage Users.
Click on 'Export' on the top right of the page.
This will export all the users and their permission information into an Excel spreadsheet.

Import user

Log into your payroll platform.
Go to Payroll Settings.
Select Manage Users.
Access the excel spreadsheet used from exporting your users, or via the data extracts page.
Fill it out with the extra user information as needed including access level.
Click on Import on the top right of the page.
Navigate and select file.
Click Upload.

Common use cases

Client approval access

You might want to allow a client (such as a director) to approve a pay run BEFORE the pay run is finalised. This can be set up using the pay run approval permissions in restricted access.

Client reporting access

You may want to allow a client user access to view specific reports or report packs. This can be configured using the reporting access permissions in restricted access.

Partner team access

For internal payroll team members, you would typically grant access at the brand level to allow them full access to all businesses within the brand. This means you can easily grant and revoke access without having to manage processing team access at the business level.

For more information on managing users (reporting and pay run approval only), see this article.