This help describes the management of payroll access rights and roles. It defines different function-specific profiles, such as Employee, All rights and Approver. In addition, the help describes the characteristics and setting of payroll roles, such as Payroll accountant, Foreman and Personal details handler roles.

CONTENT

A ready-made access rights profile or edited function-specific rights determine which pages in the Payroll section you have read or edit rights to.

Manage user access rights as follows:

  1. Go to Company menu (company name) > Users and access rights > Users and roles > click on the user's name.

For some pages in the Payroll section, in addition to function-specific rights you also need the Payroll accountant (P)-role. Define the payroll accountant's access rights with the "Payroll accountant" role itself and the complementary function-specific rights for payroll.

Profiles and function-specific rights

A payroll profile refers to a different combination of function-specific rights that is pre-assembled. Select in the program the ready-made profiles with different names for different purposes:

If none of the ready-made profiles are suitable as such, you can edit the ready-made function-specific rights included in the profile as desired. Edit function-specific rights from the user's information via the Function-specific rights link. To be able to add profiles to another user, you must have the "accounting office administrator" role (TPK) or "user administrator" role (KH). Remember that you cannot set a profile for yourself.

Employee profile

Give the "Employee" profile to an employee who has been added, in addition to the employee listing, as a company user in the user listing. Note that the profile automatically grants all necessary function-specific access rights that the employee needs to enter working hours information and travel and account of expenses reports. As an employee, you can view your own pay slips and holiday information. Be aware that the "Employee" profile as such does not grant access to the payroll process or editing payroll settings. Without separate company hierarchy approval rights or the actual "payroll accountant" role, the "Employee" profile only grants rights to the user's own information.

Below is an image of the Payroll menu with the "Employee" profile's function-specific rights:

The Employee profile also grants access to the Company menu (company name) > Electronic signing view. If public Electronic signing invitations have been sent from the environment, the employee can see these in the listing.

All rights profile

The "All rights" profile is intended for the payroll accountant or the company's administrator. Complement it with company hierarchy access rights. With these you define whose information the user can see.

In addition to the "all rights" function-specific access profile, add the actual "payroll accountant" role to the user if they need to calculate pay and there is no need to restrict visibility to employees.

Below is an image of the Payroll menu when the user has the "all rights" profile in function-specific rights:

Below is an image of the Payroll menu when the user has both the "All rights" profile and the "Payroll accountant" role (P):

Approver profile

Set the Approver profile for the approver of working hour entries and travel expense reports. In addition to this access rights profile, assign the approver sufficient hierarchy rights from the company hierarchy to ensure that they can see the desired employees' time entries and travel expense reports to approve. Without company hierarchy approval rights, approval is not possible.

Be aware that the Approver profile does not grant access to the payroll process or editing basic information. Always set the Payroll accountant (P)-role separately for these. Remember the difference between read and edit rights in function-specific rights: read rights allow viewing pages and edit rights allow making changes to the page.

Below is an image of the "Payroll" menu when the user has the "Approver" profile:

Company management profile

Give the "Company management" profile, for example, for company foremen. Note that this profile grants the necessary function-specific access rights to working hour entry and travel expense report approval views as well as working hour reports. With the "Company management" profile you can edit employees' basic information, working hour entries and travel expense reports.

Complement the profile with company hierarchy rights. With these you define whose employee information the user can manage. If the user is intended to approve pay slips as well, set all access rights according to this help guide.
Below is an image of the "Payroll" menu when the user has the "company management" profile:

Browsing rights profile

Note that a mere "browsing rights" profile is not sufficient on its own. Set the "Payroll accountant" role alongside it so that the user can view all payroll pages. Give the role to a user who needs to view pages in the Payroll section but must not make edits there.

Below is an image of the "Payroll" menu when the user has the "browsing rights" profile and "payroll accountant" role:

Note that if a user enters the payroll process with the "browsing rights" profile for a pay period, they cannot select the "exit and release period lock" button. The process will be locked by the user. The lock cannot be released by themselves; another user with the "payroll accountant" role and all function-specific rights to payroll must release the lock.

No rights profile

The "No rights" profile does not grant access rights to any functionalities in the "Payroll" section.

Roles

Set payroll roles as follows:

  1. Go to Company menu (company name) > Users and access rights > Users and roles > click on the user's name.

Roles can be assigned to other users by the accounting office administrator (TPK), who also has the user administrator role (KH), or a user who is the administrator of the company's Netvisor environment and has the user administrator role (KH). Remember that you cannot assign a role to yourself. Read more: Users - Adding and managing access rights

Payroll accountant role (P)

Set the Payroll accountant role as mandatory for a user who calculates pay. Define the payroll accountant's payroll profile as "all rights". The payroll accountant also needs payment rights from accounts receivable rights to be able to pay salaries. Read more: Access rights: Payroll accountant role

Foreman role (E)

Assign the Foreman role, for example, to a user acting as a foreman. Set from payroll function-specific rights both the access rights corresponding to the "approver" profile and the function-specific rights required for payroll approval. Define the scope of foremen's access rights in the company hierarchy. As a user, you only see those employees for whom you have factual verification or approval rights through the company hierarchy. Set the Foreman role for payroll approval. Read more: Access rights: Foreman role

Personal details handler role (HH)

Manage employee information with the Personal details handler role more restrictedly than with the payroll accountant role. Note that this role does not grant access to the payroll process or, by default, to pages containing employees' pay information. Define the scope of HH-role access rights in the company hierarchy. As a user, you only see those employees for whom you have approval rights through the company hierarchy. Read more: Access rights: Personal details handler role

Frequently asked questions

What do payroll profiles mean?
Profiles refer to different combinations of function-specific rights that are pre-assembled for different purposes.

Can I set access rights or roles for myself?
You cannot set profiles or roles for yourself. To set rights for others, you need the accounting office administrator (TPK) or user administrator (KH) role.

What should I do if I accidentally lock a pay period with the browsing rights profile?
You cannot release the lock yourself with browsing rights. Ask another user with the payroll accountant role and all function-specific rights to payroll to release the lock.

Keywords: access rights, payroll, profiles, function-specific rights, roles, Employee, All rights, Approver, Company management, Browsing rights, Payroll accountant, Foreman, Personal details handler, company hierarchy

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.