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    Managing Payroll Users
    • 12 Jul 2024
    • 2 Minutes to read
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    Contents

    Managing Payroll Users

    • Updated on 12 Jul 2024
    • 2 Minutes to read
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    Article summary

    This article reviews managing user access to payroll within Workforce. 

    To access Workforce, users will need R365 permissions added to their User record, as well as access to one or more payroll companies provided by R365 Support.

    Premade User Roles

    There are four premade R365 user roles associated with Workforce. These user roles can be assigned to users as-is or customized with custom user roles. Learn more about managing permissions and custom user roles here.

    Payroll Clerk

    This user role is designed for users who will be processing payroll in Workforce and only need limited editing and approval accesses.

    Payroll Admin

    This user role is designed for users who will be processing payroll and require most Workforce accesses, including approving pay runs.

    HR Generalist

    This user role is designed for users who will be utilizing the HR areas in Workforce.

    HR Admin

    This user role is designed for users who will be maintaining the HR setup in Workforce. This user role is similar to the HR Generalist User Role, with the added ability to edit PII.

    Review the full R365 user role descriptions here. 

    Workforce Permissions


    These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

    Payroll Permissions

    Workforce Payroll permissions are found in the permission tree under Payroll → Workforce Payroll:

    Permission groups for Workforce Payroll:

    • Company Tax Profile

    • GL Mapping

    • Locations

    • Paycheck Runs

    • Payments

    • Reports

    • Workers Comp

    • Year End

    HR Permissions

    Employee record permissions are found in the permission tree under Labor → Employees:

    General Employee record permissions:

    • View Employees

    • Edit Employees

    • Can Grant/Remove Employee's Access to R365

    • Create Employees

    • Merge Employees

    • Approve Employee Changes

    • Delete Employees

    • Delete Employee Changes

    • Separate Employee

    • POS Employees

    Permission groups for Employee record tabs:

    • Basic Info

    • Documents

    • Employment

    • Integrations

    • Notes

    • Payroll

    • Schedule

    • Taxes

    • Time

    Payroll Company Access

    On top of the permissions granted on a User record, users with access to payroll will need additional access to the payroll company(s) associated with the location(s) they have access to. 

    Without access to a payroll company, the user will be able to open Workforce, but will not be able to select that payroll company from the payroll company drop-downs throughout Workforce or see any information specific to that payroll company. 

    Adding or Removing Payroll Company Access

    Payroll company access is only adjustable by R365 Support. To add or remove a user's payroll company access, please contact R365 Support and provide the following information:

    • User's username

    • User's full name

    • Payroll Company Name

    • Whether access should be added or removed

    While removing a user's payroll permissions will remove their access to the payroll pages, it is also recommended to remove their payroll company access as part of removing their Workforce access.

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