OnPay offers customizable user permission levels to help businesses manage their accounts. The Outside Collaborator level enables a company to grant permissions to partners outside of their organization, as they see fit. This could be an accountant or bookkeeper, franchisor, or anyone else who helps manage the company's payroll.
What we'll cover
- What access can I grant an Outside Collaborator?
- Adding a new Outside Collaborator
- Managing permissions for an Outside Collaborator
- Managing permissions for my Outside Collaborator's entire organization
What access can I grant an Outside Collaborator?
An Outside Collaborator's access can be limited to "view only," meaning they can't make any changes to what they see, or they can be granted any combination of the following two permissions:
- Add and remove other Outside Collaborators*
- Submit Payroll***
You also can grant the Outside Collaborator's entire organization certain permissions:
- Add and Remove Users and Owners**
- Submit Payroll***
*If you grant permissions for an Outside Collaborator to add additional collaborators, any additional users they invite will be created with matching permissions.
**While an account can have more than 3 Owners, Outside Collaborators cannot add an Owner to any account that already has 3 or more. Outside Collaborators and cannot remove Owners.
***Submit Payroll must be enabled in the "Accountant/Bookkeeper" section in order to enable this permission for an Outside Collaborator user from this organization.
We'll cover these permissions further after we've added a new Outside Collaborator.
Adding a new Outside Collaborator
Go to Company, then My Company in the menu.
Scroll down to Company Users and click the arrow to expand the section.
Look for the Outside Collaborators section and click the blue (+) plus button to add.
Enter the details for the collaborator you would like to add:
- Relationship (Accountant/Bookkeeper, Franchisor, or Other)
- First Name
- Last Name
- Email address
- OnPay password*
*Your OnPay password is used to verify that you have permission to add users.
Click Invite when you've finished entering this new collaborator's information. An email will be sent to the address you've entered, notifying this person that they are now an Outside Collaborator for your OnPay account. Next, we'll set permissions for this user.
You should now see this new user under "Outside Collaborators".
Managing permissions for an Outside Collaborator
Click the arrow next to a user name to expand their relationship details.
Click the switch to the left of each permission to enable or disable it for this user. No need to save, and they have instant access*. The chart below details the ways this user can be configured.
*Outside Collaborator may need to refresh their browser.
Available permissions for this user:
- Add and Remove other Outside Collaborators
- Submit Payroll*
Ways to configure these permissions
The chart below details how these options can be configured in four different ways, creating four distinct levels of Collaborator. Note that for this user to be able to "Edit settings" the option to "Add/Remove Collaborators" and "Approve Pay Runs" must both be turned on.
| Collaborator Level |
Add/remove other Outside Collaborators |
Edit settings |
Approve Payroll |
Enter & Review Payroll |
View employee information |
|
|
|
Basic Outside Collaborator |
X |
X |
X |
✓ |
✓ |
|
|
Add and Remove Collaborators permission |
✓ | X | X |
✓ |
✓ |
|
|
Submit Payroll permission* |
X |
X |
✓ |
✓ |
✓ |
|
|
Add and Remove Collaborators + Submit Payroll permission |
✓ | ✓ | ✓ | ✓ | ✓ |
*This Outside Collaborator's entire organization must also have this permission turned on.
Any user permissions added to an Outside Collaborator will be displayed in green tags for quick reference. You can also manage permissions for this Outside Collaborator's entire organization (next).
Managing permissions for my Outside Collaborator's entire organization
If your accountant or bookkeeper uses OnPay, you can easily manage permissions for their organization.
In Company, My Company, click the arrow in the section titled "Accountant/Bookkeeper".
Available permissions for all users of this organization:
- Add and Remove Users and Owners*
- Submit Payroll**
These permissions apply to all users belonging to this Outside Collaborator's accounting or bookkeeping organization.
*While an account can have more than 3 Owners, Outside Collaborators cannot add an Owner to any account that already has 3 or more. Outside Collaborators and cannot remove Owners.
**Submit Payroll must be enabled in the "Accountant/Bookkeeper" section in order to enable this permission for an Outside Collaborator user from this organization.
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