Access Methods

ProPay WEB offers different access methods for external clients and internal staff. This topic explains how each group accesses the system.

External Access - for Your Clients

External access allows your clients to connect to ProPay WEB from outside your office network using the internet.

Before clients can access ProPay WEB

Ensure you have completed:

• Router/firewall configuration
• User administration setup
• Port 80 forwarding configured
• Static IP address assigned

Access method 1: By IP address

Clients can access ProPay WEB using your office's static IP address.

Find your IP address:

1. Visit whatismyip.com from your server
2. Note the IP address displayed

Client access URL:

• If your IP address is 29.36.137.165
• Clients enter: `http://29.36.137.165`

Advantages:

• No domain name required
• Works immediately after setup
• No DNS configuration needed

Disadvantages:

• Hard to remember
• Looks unprofessional
• Changes if ISP reassigns IP

Access method 2: By subdomain (recommended)

Create a subdomain of your existing domain name to provide a professional, easy-to-remember URL for clients.

Example:

• Main domain: `mypayrollservice.com`
• Subdomain: `online.mypayrollservice.com`

Setup steps:

1. Contact your domain hosting company.
2. Request creation of a subdomain (e.g., "online").
3. Point the subdomain to your office's static IP address.
4. Wait for DNS propagation (can take 24-48 hours).

Client access URL:

• Clients enter: `http://online.mypayrollservice.com`

Advantages:

• Professional appearance
• Easy to remember
• Branding opportunity
• IP changes don't affect URL

Disadvantages:

• Requires domain name
• DNS configuration needed
• Small annual cost (usually)

Access method 3: By link on your main website

Add a link on your main website that directs clients to ProPay WEB.

Example:

• Main website: `http://www.mypayrollservice.com`
• ProPay WEB link: Points to subdomain or IP address

How to implement:

On your main website, add a link: _CODE_BLOCK_0_

Or: _CODE_BLOCK_1_

Advantages:

• Clients navigate from familiar website
• Provides context and branding
• Can include instructions or announcements
• Professional integration

Best practices:

• Use prominent, easy-to-find link
• Label clearly (e.g., "Client Login" or "Payroll Portal")
• Consider adding a dedicated page with instructions
• Include support contact information

Internal Access - for Your Staff

Internal access allows you and your staff to access all client payroll files from inside your office network with a single password.

How internal access works

Unlike external access (where each client logs in to their own company), internal access lets your staff:

• Log in once with a local user password
• Select which client to work with
• Access any client's payroll data
• Perform all functions clients can perform

This is ideal for:

• Helping clients with technical issues
• Processing payroll on behalf of clients
• Training on the ProPay WEB interface
• Testing new features

Step 1: Access the local login page

From any computer on your office network, open a web browser and enter:

`http://localhost/local.htm`

Or, if accessing from a different computer on your network:

`http://[server-name]/local.htm`

Replace `[server-name]` with your ProPay WEB server's computer name.

Step 2: Enter local user password

The system prompts for the local user password.

• Enter the password you created during user administration setup
• This password is shared by all staff (not client-specific)
• Keep this password secure - it provides access to all client data

Step 3: Enter client File ID

After entering the password, the system prompts for the client's File ID.

Enter the client's ID:

• Examples: A01, A02, A03, B15, etc.
• This is the same ID you use in ProPay desktop software
• Case-sensitive (use uppercase if configured that way)

Step 4: Access client payroll

After entering a valid File ID, you access that client's payroll system.

From here you can:

• Enter payroll hours
• Add or modify employees
• View reports
• Submit payroll
• Access tax forms
• Perform all client functions

Best practices for internal access

Training:

• Use internal access to train new staff
• Familiarize yourself with the client interface
• Practice before training clients

Testing:

• Test new features before client release
• Verify updates work correctly
• Troubleshoot client-reported issues

Client support:

• Access client accounts to assist with problems
• Process payroll during client emergencies
• Verify data entry

Security:

• Don't share the local password externally
• Log out when finished
• Use separate accounts for different staff levels if needed

Comparing Access Methods

Feature	External (Client)	Internal (Staff)
Access from	Anywhere with internet	Office network only
Login	Username + password per client	Local password + File ID
Can access	Own company only	All client companies
Primary users	Clients, employers, employees	Processor staff
Setup required	Router, domain, user accounts	Local user password only

Security Considerations

External access

• Clients can only access their own data
• Each client has unique credentials
• Passwords are encrypted
• Access rights control permissions
• Login activity is logged

Internal access

• Provides access to all client data
• Should be restricted to authorized staff only
• Consider using different local passwords for different staff levels
• Monitor usage carefully
• Disable if not needed

Best practices

1. Use strong passwords:
• Mix uppercase, lowercase, numbers, symbols
• Change passwords regularly
• Don't share passwords
1. Enable HTTPS:
• Install SSL certificate
• Encrypts all data transmission
• See SSL Certificate Setup
1. Monitor access:
• Review login logs regularly
• Investigate unusual activity
• Disable inactive accounts
1. Train users:
• Educate clients about password security
• Provide clear access instructions
• Respond quickly to access issues

Troubleshooting Access

External access not working

Check:

• Router port forwarding configured correctly
• Port 80 is open in Windows Firewall
• IIS is running on server
• Static IP address hasn't changed
• Domain name points to correct IP
• Client has correct URL

See Troubleshooting Connections for detailed solutions.

Internal access not working

Check:

• Accessing from office network (not external)
• Entered `http://localhost/local.htm` correctly
• IIS is running
• Local user password is correct
• File ID is valid

Cannot access from specific computer

Check:

• Computer has network connectivity
• Firewall on that computer isn't blocking access
• Browser is up to date
• No proxy settings interfering

Providing Access Instructions to Clients

Sample email to clients

> Subject: Access Your Payroll Online with ProPay WEB > > Dear [Client], > > You can now access your payroll data online 24/7 through our ProPay WEB portal. > > Access URL: http://online.mypayrollservice.com > > Your username: [provided separately] > Temporary password: [provided separately] > > You will be required to change your password on first login. > > What you can do: > - Enter payroll hours > - View reports > - Access tax forms > - Manage employee information > > For support: Contact us at [phone] or [email] > > Best regards, > [Your Company]

Sample quick reference card

Create a simple reference card for clients with:

• Access URL
• Browser recommendations (Chrome, Firefox)
• Login instructions
• Support contact information
• Links to help resources

Related Topics

• ProPay WEB Overview
• Employer User Management
• Processor User Management
• Router and Firewall Configuration
• Troubleshooting Connections
• Browser Compatibility
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