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

User access rights management is done in the users and roles function: Company menu (company name) > Users and access rights > Users and roles > click on the user's name

For some pages in the Payroll section, the user needs, in addition to function-specific rights Payroll accountant (P)-role. The payroll accountant's access rights consist of 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. The program has ready-made profiles with different names for different purposes:

If none of the ready-made profiles are suitable as such, the ready-made function-specific rights included in the profile can be edited as desired. Function-specific rights can be edited from the user's information "Function-specific rights" link. In order for a user to add profiles to another user, they must have the "accounting office administrator" role (TPK) or "user administrator" role (KH). A profile cannot be set for oneself.

Employee profile

The "Employee" profile is intended for the employee, who has been added to the employee listing as well as the company's user list. The profile automatically grants all necessary function-specific access rights that the employee needs to enter working hours information, as well as travel and expense reports. Additionally, the employee can view their own pay slips and holiday information. The "Employee" profile does not grant access to the payroll process or editing payroll settings as such. 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. It is complemented with company hierarchy access rights, which define whose information the user can see.

If the user needs to access payroll calculations and there is no need to restrict visibility to employees, in addition to the "all rights" function-specific access profile, the actual "payroll accountant" role is needed. 

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

The Approver profile is intended for the approver of working hour entries and travel expense reports. In addition to this access rights profile, the approver must be assigned sufficient hierarchy rights from the company hierarchy to see the desired employees' time entries and travel expense reports to approve. Without company hierarchy approval rights, approval is not possible.

The Approver profile does not grant access to the payroll process or editing basic information, as these always require the Payroll accountant (P)-role separately. The difference between read and edit rights in function-specific rights is that 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

The "Company management" profile is intended, for example, for company foremen. This profile provides the necessary function-specific access rights for working hour entries and travel expense report approval views, as well as working hour reports. The "Company management" profile has edit rights to employees' basic information, working hour entries, and travel expense reports.

Remember to complement the profile with company hierarchy rights, which define whose employee information the user can manage. If the user is intended to approve pay slips as well, all access rights must be set according to this help guide.


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

 

Browsing rights profile

A mere "browsing rights" profile is not sufficient on its own; it requires the "payroll accountant" role alongside it for the user to view all payroll pages. The role is intended for a user who needs to view pages in the Payroll section but is not allowed to make edits there.

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


It should be noted 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, and the process will be locked by the user. The lock cannot be released by themselves, but another "payroll accountant" role holder with 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

Setting payroll roles is done in the users and roles function: 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). A role cannot be assigned to oneself. Help guide: Users - Adding and managing access rights

Payroll accountant role (P)

The Payroll accountant role is mandatory for a user who calculates payroll. It is recommended that the payroll accountant has the payroll profile "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)

The Foreman role can be assigned, as the name suggests, to a user acting as a foreman. It is recommended that the foreman has function-specific rights from payroll that correspond to the "approver" profile and the function-specific rights required for payroll approval. The scope of foremen's access rights is defined in the company hierarchy, and the user sees only those employees to whom they have factual verification or approval rights through the company hierarchy. The Foreman role is needed for payroll approval. Read more: Access rights: Foreman role

Personal details handler role (HH)

The Personal details handler role can manage employee information more restrictedly than the payroll accountant role. This role does not grant access to the payroll process or, by default, to pages containing employees' pay information. The scope of HH-role access rights is defined in the company hierarchy, and the user sees only those employees to whom they have approval rights through the company hierarchy. Read more: Access rights: Personal details handler role

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.


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