Add and manage Outside Collaborator users

OnPay offers a number of user permission levels to help businesses manage their accounts. The Outside Collaborator level enables a company to grant flexible, customizable permissions to partners outside of their organization. This could be an accountant or bookkeeper, franchisor, or anyone else you may need.

This article will cover:

• What access can I grant an Outside Collaborator?
• Add a new Outside Collaborator
• Manage permissions for my accountant/bookkeeper's organization
• Manage permissions for an Outside Collaborator

What access can I grant an Outside Collaborator?

You can limit an Outside Collaborator's access to be "view only," meaning they can't make any changes to what they see. You can also grant an Outside Collaborator either of the following permissions: 

• Add and remove other Outside Collaborators*
• Approve pay runs

*If you grant permissions for an Outside Collaborator to add additional collaborators, any additional users they invite will be created with matching 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. 

Ways to Configure

Add a new Outside Collaborator 

Go to Company > My Company in the left menu of the dashboard to get started.

Scroll down to Company Users. Click the arrow to expand the section.

In Company Users, scroll through this list until you see Outside Collaborators. Click the blue + button to add.

In the pop-up form, fill out the details for the collaborator you would like to invite:

• Relationship (Accountant/Bookkeeper, Franchisor, or Other)
• First Name
• Last Name
• Email address

You will need to enter your OnPay password to verify that you have permission to add users.

Click the Invite button when you've finished, and are ready to notify this person that they are now an Outside Collaborator for you OnPay account. Don't worry, you will be able to set permissions for this user in the next step, and you can always adjust permissions, or revoke access at any time.

Once the user has been aded, you can enable additional permissions like adding other collaborators or approving pay runs.  

Manage 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 at the top of this article details the ways this user can be configured.

Available permissions: 

• Add and Remove other Outside Collaborators
• Approve Pay Runs

Any user permissions added to an Outside Collaborator will be displayed in green tags for quick reference.

Manage permissions for my accountant/bookkeeper's organization

If your accountant or bookkeeper uses OnPay, you can easily manage permissions for their organization.

From the main dashboard, navigate to Company > My Company. Locate the section titled Accountant/Bookkeeper.

Click the arrow to expand this section. Under Permissions, you have the option to enable: 

• Add and Remove Users
• Approve Pay Runs

The permissions you enable here will be granted to any user from the accountant/bookkeeper organization added to your company as an Outside Collaborator.

You can view individual users from the organization added to your account on the My Company page, under Company Users > Outside Collaborators.

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