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- Company Users (Set up & Edit)
How to set up a Company User (Administrator)
Select "Company Settings", and then "Company Users".
Here you may assign users (people with access to your payroll system) as either "Employer/Payroll Staff"(your payroll administrator/s), "Manager" (employee/s who will be able to approve other employee timesheets) or "Accountant"(your CFO or an external accountant).
For the "Manager" option, please view 'ABOUT: Crystal Timesheets'.
For the "Accountant" option, please view 'How to Authorise an Accountant'.
With the "Employer/Payroll Staff" button selected, select "Add", then type in the "User Name" and "User Code". The "User Name" can be a group such as 'Payroll Team' or the employer's name. It is up to you, but note that this will name will display as the member to contact when payslip emails are sent out to employees. Assign the user to a "User Group". If the "User Group" required is not shown you will need to create one (see below). Assign the user a password.
You can also optionally assign an "MFA Email Address" to set up Multi Factor Authentication for the user. Multi Factor Authentication means that when the user logs in to the system, they will be prompted to enter a code sent to their email address as an extra layer of security.
Once you are finished adding the relevant details, select '"Save"'.
If you would like to edit a user's details, such as to change their password, select their name from the left-hand side.
For the "Manager" option, please view 'ABOUT: Crystal Timesheets'.
For the "Accountant" option, please view 'How to Authorise an Accountant'.
With the "Employer/Payroll Staff" button selected, select "Add", then type in the "User Name" and "User Code". The "User Name" can be a group such as 'Payroll Team' or the employer's name. It is up to you, but note that this will name will display as the member to contact when payslip emails are sent out to employees. Assign the user to a "User Group". If the "User Group" required is not shown you will need to create one (see below). Assign the user a password.
You can also optionally assign an "MFA Email Address" to set up Multi Factor Authentication for the user. Multi Factor Authentication means that when the user logs in to the system, they will be prompted to enter a code sent to their email address as an extra layer of security.
Once you are finished adding the relevant details, select '"Save"'.
If you would like to edit a user's details, such as to change their password, select their name from the left-hand side.
Company User Groups
Company User Groups allow you to choose variable levels of access for different Users. By default Crystal Payroll will place all Users in it's 'Generic Group' which allows access to all functions.
To limit a user's access to functions you may remove the areas or functions you wish them to not have access to.
From the "Company User" page select the "Group Functions" button to open a new menu.
To disable a function just scroll through the lists and un-tick the boxes you don't want this group of users to have access to. To re-enable a function, just tick the box again.
From the "Company User" page select the "Group Functions" button to open a new menu.
To disable a function just scroll through the lists and un-tick the boxes you don't want this group of users to have access to. To re-enable a function, just tick the box again.
To create a new user group, from the "Company User" page select the "User Group" button to open a new menu. Select "Add", then type in a name for this new group and select "Save".
Set up payroll admin access without displaying pay rate
Select "Company Settings", then "Company Users". |
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Select "User Group" and "Add" an additional group which will hide the pay rate. |
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To edit the new user group in order to hide the pay rate, select "Group Functions" and select the new user group you have created.
To disable the pay rate shown in the "Time & Income" page for this user group, untick the "Take Home Pay" box. You also have the option to disable other functions and reports for this user.
To disable the pay rate shown in the "Time & Income" page for this user group, untick the "Take Home Pay" box. You also have the option to disable other functions and reports for this user.
The last step is assigning this to your payroll staff. In "Company Users" select add to create a new log in, or if your payroll staff is already set up, select their name and select the desired "User Group" then select "Save".
