This article provides you with guidance on how to create/manage company users for accessing the company portal and to send payrolls for approval.
Company Portal Management:
We have given you (bureau admin) the option to create new company users for accessing the company portal to approve/reject payrolls. To create/manage users, you would have to go to the "Company Portal Management" screen by clicking the "User Management" icon in the dashboard and selecting "Company Portal Management".
The screen below will be displayed, which shows all the company users in the organisation across all the companies once you've added the new users.
Create Company User:
To add new users, click the “Add Users” button at the top.
You can register a new user by entering their name and email and assigning one or more pay cycles to that user. Also, you can set the Report Access as well to that user so that the company user can only see reports whatever you select here in this screen when you set them up.
If you select multiple pay cycles, Apply to all pay cycles option will be turned on by default. If you want to give specific reports access to each pay cycle, you can choose that as well.
After you click "Send Invitation", an email will be sent for the user to activate the account for setting up a password and login.
Note: When you send payrolls for approval, the user will only be able to review the payrolls specifically for the assigned pay cycle.
When you create a new user, their status will be "Registered".
Once they've activated using the email sent, it will be changed to "Active".
You can be able to filter the users in this screen by name, email, pay cycle (or) status.
After creating a user, you can edit by using the "pencil" icon if you want to update an assigned pay cycle or to change the name of the user (or) update any report access.. You can use the bin icon for deleting a user.
Report Settings:
Notification Settings:
You would have to complete "Report Settings -> Notification settings" to receive notifications if the company user approves/rejects the payroll from the company portal.
You have to enter the email address and save it to receive notifications.
Report Access Control:
You can also set the default set of reports the company users can access by default by going into Report Settings -> Report Access Control. You can give access to them individually as well as mentioned earlier (when creating /editing user).
Send Reports for Approval:
We have given you the option to send payroll reports to company users for approval instead of manually sending them.
You can do so only after locking the current period inside the payroll. A new button, "Send Reports for Approval", was added to that screen for sending reports to company users.
After you click that button, the pop-up will show the reports that will be sent for approval. You have two options here:
Send via Portal - If you choose this option, it will send reports to portal for approval as usual. The company users will then login to portal, analyse and approval/reject the payroll.
Send via Email - This option will only be visible if you set the email in Workflow settings😊
If you click "Send", the portal users will get notified via email, and they can view the reports in their portal when they log in.
Also, email users will receive all the reports in the email, they can view the reports directly in the email (Password protected).
The status of the payroll will now be changed to "Awaiting Approval".
If you want to change anything on the payroll and wish to withdraw the approval, you can click the "Withdraw Approval Request" button, and the payroll status will be changed to "Locked".
If the company user approves/rejects the payroll, you will be notified via email (to the one you set up in notification settings under Company Portal Management). The status of the payroll will be changed accordingly. After the payroll is approved, you can proceed to send payslips, RTIs, etc., and download the bank file for sending payments to employees.
Approved Status:
Rejected Status:
The icon next to the status will show the approval/rejection history, where you can see the history of who approved/rejected this payroll and when, with a note if any.
Approval/Rejection Emails:
Approval Email:
Rejection Email:
