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Employer User Management

Employers can manage their own ProPay WEB users after the payroll processor establishes an initial administrator account. This gives employers control over who can access their payroll data and what each user can do.

How ProPay Web Login Works

ProPay WEB offers two distinct login types:

Employer login

Employers, administrators, and accounting professionals can view and make changes to the company's payroll data. The information available to each user is controlled by the administrator (access code 0). Other users may have limited access as defined by the administrator.

Employee login

Employees can view reports related only to their own data. See Employee Portal for details.

Establishing a Company Administrator

Before any company users can log in via ProPay WEB to access their payroll information, the payroll processor must define at least one administrator for each employer.

Initial administrator setup (done by processor)

The payroll processor creates the first administrator:

  1. From ProPay main menu, go to Utilities > ProPay WEB > Web Users Management.
  2. Enter the administrator password.
  3. Select Add or Change Web Pay User.
  4. Create a user with Access Rights code 0.
  5. Provide the username and password to the employer.

This user becomes the company administrator with rights to add additional web users for this company.

A company may have more than one administrator with code 0. For example, the business owner may have administrative rights, and the general manager may also have administrative rights for daily operations.

> Important: If the company already has ProPay WEB users defined, the processor must select one existing user and change their access rights to "0" to designate them as the administrator.

Administrator Login Via ProPay Web

When an employer administrator (code 0) logs in, the main menu displays two additional buttons:

  • ADMIN Help - Provides information on managing web users
  • Users Manager - Enables the administrator to add or change ProPay WEB users

Only users with administrative rights see these two buttons.

Adding New Web Users

Administrators can add new users to access the company's payroll data.

To add a new user

  1. Log in as administrator.
  2. Click Users Manager.
  3. Click NEW User.
  4. Enter user information:
    • User Name - Login name for the user
    • Full Name - User's actual name
    • Password - Initial password
    • Access Rights - Select appropriate code (see access rights table below)
    1. Click SAVE User.

    The new user appears in the user list.

    Example

    Administrator creates user "Hellen" with:

    • Username: Hellen
    • Password: Hellen011
    • Access Rights: 5 (enter payroll hours and access all reports)

    Access Rights Codes

    Each user is assigned an access code that controls what they can do in ProPay WEB.

    Access Code Has Access To Can Submit Payroll
    0 Administrator of ProPay WEB users YES*
    1 Reports only NO
    2 Reports and change employee data NO
    3 Reports and add/change employees NO
    4 Enter payroll hours only YES*
    5 Enter payroll hours and access all reports YES*
    6 Change employee/add employees only NO
    9 Unrestricted access YES*

    *Only if user has access to all departments (if company uses departments)

    Department Management

    If the company uses departments, administrators control which department(s) each user can access.

    Assigning departments

    1. Click CHANGE User for the user.
    2. Click Select Departments.
    3. Check the departments the user should access.
    4. Click Save.

    Department access rules

    • Users with access to all departments can submit payroll
    • Users with access to some departments can only view and edit data for their assigned departments
    • Users with partial department access cannot submit payroll

    > Important: Only ProPay WEB users who have access to all departments are allowed to submit payroll each pay date.

    Department use cases

    Department managers - May enter payroll data for their department only and may not have access to other departments.

    Owners or managers - May be assigned to separate departments for confidentiality. Only they have access to their departments' employee records.

    Who Can Submit Payroll

    The ability to submit payroll depends on two factors:

    1. Access rights code - Must be 0, 4, 5, or 9
    2. Department access - Must have access to all departments (if company uses departments)

    Even if a user has the right access code, they cannot submit payroll if they only have access to some departments.

    Changing Existing Users

    Administrators can modify existing user accounts.

    To change a user

    1. Log in as administrator.
    2. Click Users Manager.
    3. Select the user to change.
    4. Click CHANGE User.
    5. Modify the user information:
      • Username
      • Password
      • Access rights
      • Department access
      1. Click SAVE User.

      Deleting users

      To remove a user's access:

      1. Select the user in Users Manager.
      2. Click DELETE User.
      3. Confirm the deletion.

      The user will no longer be able to log in.

      Employee Access Management

      Administrators can also manage employee access through ProPay WEB.

      Reset employee password

      If an employee forgets their password:

      1. Go to the Change Employee screen.
      2. Find the employee.
      3. Click Reset Web Password.

      This resets the password to the default value. The employee must create a new password on next login.

      Disable employee access

      To prevent an employee from accessing ProPay WEB:

      1. Go to the Change Employee screen.
      2. Find the employee.
      3. Click Disable.

      The employee cannot log in until access is re-enabled.

      Company Tax Forms Access

      Web users can view company tax forms based on their access rights.

      Users who can view company tax forms

      Users with these access codes can view and print company tax forms:

      • 0 - Administrator
      • 1 - Reports only
      • 2 - Reports and change employee data
      • 3 - Reports and add/change employees
      • 9 - Unrestricted access

      If the company uses departments, only users with access to all departments can view tax forms.

      Users who cannot view company tax forms

      Users with these access codes cannot view company tax forms:

      • 4 - Enter payroll hours only
      • 5 - Enter payroll hours and access all reports
      • 6 - Change employee/add employees only

      Best Practices

      Administrator accounts

      • Assign at least two administrators in case one is unavailable
      • Use strong passwords for administrator accounts
      • Review administrator access periodically

      Regular users

      • Assign the minimum access rights needed for each user's job
      • Remove access for terminated employees immediately
      • Update department access when employees change roles

      Security

      • Change passwords periodically
      • Do not share passwords between users
      • Review login activity regularly
      • Disable access for inactive users

      Troubleshooting

      User cannot submit payroll

      Verify:

      • User has access rights code 0, 4, 5, or 9
      • User has access to all departments (if company uses departments)
      • Payroll data is complete and ready for submission

      User cannot see certain employees

      Check:

      • User's department access
      • Employee's department assignment
      • User's access rights code

      User cannot log in

      Verify:

      • Username and password are correct
      • User account has not been deleted
      • User is using the correct login type (Employer vs Employee)

      Related Topics

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