---
title: "Managing Payroll Users"
slug: "workforce-managing-payroll-users"
description: "Grant payroll permissions to Workforce users and request access to specific payroll companies. Covers user role requirements for payroll processing."
updated: 2025-08-26T19:48:20Z
published: 2025-08-26T19:48:20Z
canonical: "docs.restaurant365.com/workforce-managing-payroll-users"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Payroll Users

This article reviews managing user access to payroll within Workforce.

To access Workforce, users will need R365 permissions added to their [User record](/doc/docs/user-record-permissions-tab), as well as access to one or more [payroll companies](/doc/docs/workforce-setup-payroll-companies-and-payroll-clearing-settings) provided by [R365 Support](https://help.restaurant365.net/en/support/tickets/new).

---

## **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](/doc/docs/custom-user-roles).

| 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](/doc/docs/user-roles-r365-user-role-descriptions).

---

## **Workforce Permissions**

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access).

### **Payroll Permissions**

R365 Payroll permissions are found in the permission tree under Payroll → R365 Payroll:

| **Permission groups for R365 Payroll:** - Company Tax Profile - GL Mapping - Locations - Paycheck Runs - Payments - Reports - Workers Comp - Year End | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bf34d095-9187-4da1-9ee5-8a510f858fd4.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A46%3A47Z&se=2026-10-27T18%3A46%3A47Z&sr=c&sp=r&sig=3k6faM3NkNR5yYHu0yUwarMf6EEpgwyoPKtpp59V2K4%3D) |
| --- | --- |

### **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 | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/5234755d-7e59-4e1a-a4cf-92e4073fce55.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A46%3A47Z&se=2026-10-27T18%3A46%3A47Z&sr=c&sp=r&sig=3k6faM3NkNR5yYHu0yUwarMf6EEpgwyoPKtpp59V2K4%3D) |
| --- | --- |

---

## **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)](/doc/docs/workforce-setup-payroll-companies-and-payroll-clearing-settings) 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.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/cbe8209f-162b-4bfe-b37f-55209891f671.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A46%3A47Z&se=2026-10-27T18%3A46%3A47Z&sr=c&sp=r&sig=3k6faM3NkNR5yYHu0yUwarMf6EEpgwyoPKtpp59V2K4%3D)

### **Adding or Removing Payroll Company Access**

Payroll company access is only adjustable by [R365 Support](https://help.restaurant365.net/en/support/tickets/new). 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.

Restaurant365

Access rights granted to users or user roles that dictate what actions they can perform within the system.

Structured documents that provide insights and summaries of various operational metrics and financial data.

A database entry that contains detailed info about an employee, including personal details and employment history.

POS (Point of Sale)

A system used by businesses to process sales transactions and manage customer payments. Connected to R365 through a [POS integration](/doc/docs/pos-integration-overview).