Frequently Asked Questions

With the introduction of Multi ABN support, Access Control now includes Payroll Team management that works alongside your existing Access Control settings. This allows you to control which payroll team members have access to specific Pay Cycles within your organization.

Navigate to Menu > Settings > General > Global - ABN and Pay Cycles to configure Payroll Team access.

Understanding Payroll Team Access

When you have multiple ABNs in your organization, you can now control which payroll team members have access to each individual Pay Cycle. This is separate from but works in conjunction with your existing Access Control settings.

Two Types of Payroll Team Access:

• Whole Payroll Team - All users with Payroll Access can see and process this Pay Cycle
• Selected Users - Only specific payroll team members can access this Pay Cycle

How It Works

1. Payroll Team Selection

When creating or editing a Pay Cycle, you can choose who has access:

• Select "Whole Payroll Team" to give all payroll users access
• Select "Selected" to choose specific team members from a list of users with Payroll Access

2. Access Control Integration

This system works with your existing Access Control settings:

• Users must first have Payroll - Full Access or Payroll - Medium Access in their Employee Profile
• Only users with payroll access will appear in the selection list
• This provides an additional layer of control beyond the basic payroll access levels

3. Pay Cycle-Specific Access

Each Pay Cycle is linked to a specific ABN, but access control is applied per Pay Cycle:

• Payroll team members can be given access to specific Pay Cycles only
• This allows for separation of payroll processing between different Pay Cycles, even within the same ABN
• Users can only see and process Pay Cycles they have been specifically assigned to

Practical Examples

Example 1: Single ABN Organization

If you have one ABN with multiple Pay Cycles (e.g., Weekly and Monthly), you can:

• Give all payroll team members access to both Pay Cycles
• Or assign specific team members to specific Pay Cycles for specialized processing

Example 2: Multi ABN Organization

If you have multiple ABNs (e.g., Main Business and Subsidiary), you can:

• Assign different payroll team members to different Pay Cycles within each ABN
• Ensure sensitive payroll information is only accessible to authorized team members
• Maintain clear separation between different Pay Cycles, even across different ABNs

Access Control Hierarchy

The complete access control system now works in this order:

1. Basic Access Control - User must have appropriate access levels (Payroll, Settings, etc.)
2. Payroll Team Access - User must be assigned to specific Pay Cycles
3. Pay Cycle Access - User can only access Pay Cycles they have been specifically assigned to

Managing Payroll Team Access

Adding Users to Pay Cycles:

1. Go to Menu > Settings > General > Global - ABN and Pay Cycles
2. Click Edit on the Pay Cycle you want to modify
3. Select Selected under Access
4. Choose the specific payroll team members from the list
5. Click Update to save changes

Viewing Current Access:

In the Pay Cycles table, you can see:

• Access column shows "Whole Payroll Team" or lists specific users
• Staff column shows how many employees are assigned to each Pay Cycle
• Click on staff numbers to manage group assignments

Important Notes

• Linked Users: Users from linked accounts (other businesses) with payroll access can also be assigned to Pay Cycles
• Microkeeper Staff: Microkeeper support staff cannot be assigned to Pay Cycles for security reasons
• Active Users Only: Only active users with payroll access appear in the selection list
• One Pay Cycle Per Employee: Each employee can only be assigned to one Pay Cycle at a time

Troubleshooting

If a payroll team member can't see a Pay Cycle:

1. Check they have Payroll - Medium Access or above in their Access Control
2. Verify they're assigned to the specific Pay Cycle in ABN and Pay Cycles settings
3. Ensure the Pay Cycle is not hidden
4. Check they have been assigned to the specific Pay Cycle

If you can't assign someone to a Pay Cycle:

1. Ensure they have payroll access in their Employee Profile
2. Check they are an active employee
3. Verify they're not Microkeeper staff (who cannot be assigned)

This system provides granular control over payroll access while maintaining the security and flexibility of your existing Access Control framework.