OnPay gives you the flexibility to add payroll administrators as Company Users, and to manage what information they can see, as well as what actions they can perform.
Summary of Company User levels
An "Owner" is a type of Company User reserved for the person or persons responsible for the tax filings and payments of the business. Owners can only be added or removed by contacting OnPay. See how→
- Owner
Owners can authorize or restrict access to payroll information and functions within the following users:
- HR Manager
- Approver
- Controller
- Outside Collaborator
Summary of administrative access by Company User type
Owner
An Owner has full view and edit access to the company profile. They can see all employee information and the company bank account, and have full systematic access to OnPay top hire workers, run payroll, and more.
HR Manager
While an HR Manager doesn’t have access to the company section, they can still enter payroll for the employees they supervise. An HR Manager cannot finalize payroll.
Approver
An Approver can do just about anything the Owner can do, with the following exceptions:
- Can't add or remove users
- Can't see the company bank account
- Can't verify test debits and credits
Controller
A Controller has nearly the same access as an Approver, with the following exceptions:
- Can't change company preferences
- Can't finalize payroll
Outside Collaborator
An Outside Collaborator is a member of an accounting firm who is not an employee of the company, but has access to manage payroll on the company's behalf. The Outside Collaborator's access will vary depending on how they are added to the company.
If the company is enrolled in OnPay by the accounting firm, the Outside Collaborator:
- Can add or remove other Outside Collaborators
- Can run payroll
- Cannot add or remove Company Users
See everything that each role can (and can't) do in OnPay
Summary of administrative access by feature
Because each role has a specific set of permissions that grant them specialized access to OnPay, user experience may be affected by user-level restrictions in the following ways:
Company Menu
Owner
An Owner has full view and edit access to the company profile. They can see the company bank account, and verify test debits and credits.
HR Manager
While an HR Manager doesn’t have access to the company section, they can still enter payroll for the employees they supervise. They cannot finalize payroll.
Approver
An Approver can do just about anything the Owner can do, except:
- Add or remove users
- See the company bank account
- Verify test debits and credits
Controller
A Controller also has near-full access to everything, including entering payroll, but cannot:
- Add or remove users
- Change company preferences
- Finalize payroll
Outside Collaborator
An Outside Collaborator is a member of an accounting firm who is not an employee of the company, but has access to manage payroll on the company's behalf. The Outside Collaborator's access will vary depending on how they are added to the company.
If the company is enrolled in OnPay by the accounting firm, the Outside Collaborator:
- Can add or remove other Outside Collaborators
- Can run payroll
- Can not add or remove company-level users
HR menu
Owner
An Owner has full view and edit access to the HR menu.
HR Manager
An HR Manager does not have access to the HR menu.
Approver, Controller, Outside Collaborator
These roles have full view and edit access to the HR menu.
See full list of HR permissions→
Reports
Owner
An Owner has access to all reports.
HR Manager
An HR Manager will have limited reporting for assigned employees only, with no access to employee or location summaries, accrual listings and retirement exports.
Approver, Controller, Outside Collaborator
These roles have access to all reports.
See full list of Report permissions→
Notifications
Owner
An Owner will receive all notifications.
HR Manager
An HR Manager will only receive paycheck confirmation notifications.
Approver
An Approver will receive all notifications, except for paycheck confirmation.
Controller
A controller will only receive paycheck confirmation notifications.
Outside Collaborator
An Outside Collaborator will receive almost all notifications.
Employee
An employee will only receive paycheck notifications.
See full list of Notification permissions→
Employee Portal
Note: Employees have lifetime access to this portal, ensuring their year-end forms and documents available to them forever, so you don't have to.
See full list of Employee Portal permissions→
Partner Dashboard - Accountants and Bookkeepers
The Partner Dashboard allows accountants to manage all their client's payroll in one place. There are two levels of access within the firm: Members and Administrators.
Members
A member is an employee of the firm who can only access the accounts they manage. They do not have the ability to add or change user access.
Administrators
An Administrator can view all accounts and manage user access in OnPay. There can be multiple administrators on a dashboard.
See full list of Partner Dashboard permissions→
Employee information
Owner
An Owner has full access to the profile.
HR Manager
An HR Manager can only manage the payroll of the employees assigned to them. They have no access to the email builder used to invite an employee to complete their onboarding process. However, they can manually hire employees. Note: HR Managers can not finalize payroll or view reports.
When viewing assigned employees, HR Managers can:
- Enter hours
- Update HR information in employee profiles
- Send email invitation to the Employee Portal
- Manage checklists
- File Audit - Create personnel task
- View personnel files and upload documents
- Create new Notes
- Start conversations
- View custom forms
Approver
An Approver has full access to the profile
Controller
A Controller has full access to the employee profile except their bank account
Outside Collaborator
An Outside Collaborator can run and approve payroll if this access is granted by the Owner. All Outside Collaborators have full access to the employee profile, with the exception of their bank account.
See full list of Employee information permissions→
Assigning administrative roles to users
From the dashboard, click to Company.
Click Company Users view all roles.
To add new Company User, click the blue (+) button under the role (set of permissions) you want to grant.
When adding Company Users, you'll be presented with a verification code.
Check your email inbox for a message from "Customer Support", or from "donotreply@onpay.com". Click Verify Here in the body of the email.
A new window will open in your browser, where you can enter the verification code and click Submit Code.
Once verification is successful, you can close this window and return to your OnPay dashboard.
Enter the name and email address of this new Company User, followed by your OnPay account password, and click Invite.
The new Company User will receive an email notifying them of this new access, and they will have this access when they next log into OnPay.
v7.24