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Group Management

Overview

Groups let you organize your payroll clients into categories for easier management. A group is a labeled container — such as "Weekly Clients," "Restaurant Accounts," or "Tax-Exempt Organizations" — that you assign to one or more clients. Clients can belong to multiple groups. Use groups to filter your client list, run batch operations on selected clients, and generate group membership reports.

How Groups Work

Each group has a 4-digit group number and a description (up to 35 characters). You create the groups first, then assign clients to them. A single client can belong to as many groups as needed.

Component Description
Group number Unique 4-digit identifier (e.g., 0001, 0002)
Description Up to 35 characters (e.g., "Weekly Payroll Clients")
Selection flag Used for batch operations — select or unselect groups

Opening Group Management

  1. Go to Client Functions on the ProPay Main Menu.
  2. Click Manage Groups in the Account Management window.

The Group Management window displays all defined groups with their selection status, group number, and description.

Creating a New Group

  1. In the Group Management window, click Add.
  2. Enter a Group Number (4 digits). The number must be unique.
  3. Enter a Description (up to 35 characters).
  4. Click Save.

Editing a Group

  1. Select the group from the list.
  2. Click Edit.
  3. Modify the description as needed.

> Note: You cannot change the group number of a group that is already assigned to clients. To change a group number, create a new group and reassign clients.

Deleting a Group

  1. Select the group from the list.
  2. Click Delete.

> Note: ProPay prevents deletion of groups that are assigned to any client. Remove the group from all clients before deleting it.

Assigning Clients to Groups

From the Group Management window:

  1. Click Browse Companies to see all clients.
  2. Select a client from the list.
  3. Click Edit Groups to open the client's group assignments.
  4. Click Add to assign a new group to the client.
  5. Select the group from the available groups list. Groups already assigned to the client are filtered out.
  6. Click Remove to unassign a group from the client.

Shortcut: You can also manage a single client's groups by selecting the client and clicking Edit Groups directly.

Selecting Groups for Batch Operations

Use the selection checkboxes to mark groups for batch processing:

  1. Check the box next to each group you want to include.
  2. Use Select All to check all groups at once.
  3. Use Unselect All to clear all selections.

Selected groups can be used to filter the client list or run operations on all clients within the selected groups.

Group Membership Report

Generate a printable report of all clients assigned to each group:

  1. In the Group Management window, click Report.
  2. The report displays in a print preview window.

The report includes:

Column Description
PayId Client's payroll ID
Company Client's company name
GroupNo Group number
Description Group description

Tips and Warnings

> Tip: Create groups that match your workflow. Common examples: payroll frequency (Weekly, Biweekly, Monthly), industry (Restaurant, Construction, Medical), or service level (Full Service, Data Entry Only).

> Tip: A client can belong to multiple groups. For example, a restaurant client paid weekly could belong to both "Restaurants" and "Weekly Clients."

> Warning: Group numbers are fixed once assigned. Plan your numbering scheme before creating groups.

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