Multi-Client Web User Assignment
Service bureaus and accounting firms that manage multiple clients can assign a single ProPay WEB user account to access more than one client's payroll data. This eliminates the need to create separate user accounts for each client, making it easier for processors and staff members who work across multiple companies.
When to Use Multi-Client Assignment
Multi-client user assignment is designed for:
- Service bureau staff who process payroll for many clients and need web access to all of them
- Accounting firm employees who manage multiple client companies
- Supervisors who need to review payroll data across several clients
> Note: This feature is for processor-side users only. Employer users (client staff who log in to enter their own payroll data) are always assigned to a single client.
Assigning a User to Multiple Clients
- Go to Utilities > ProPay WEB > Web Users Management on the ProPay Main Menu.
- Enter your supervisor password.
- Select Add/Change Existing Web Pay Users.
- Select the user you want to assign to multiple clients (or create a new user).
- Click the Multiple ID button to open the multi-client selection dialog.
- Check the boxes next to each client the user should access.
- Click Select All to grant access to every client.
- Click Deselect All to clear all selections.
- Click Save to apply the multi-client assignment.
- Users with access to all departments for a client can submit payroll for that client
- Users with partial department access for a client can view and edit data but cannot submit payroll for that client
- Go to Utilities > ProPay WEB > Web Users Management.
- Select the user.
- Click the Multiple ID button.
- Uncheck the client you want to remove.
- Click Save.
- Processor User Management — Create and manage web user accounts
- Employer User Management — Client-side user management
- Employee Portal — Employee self-service web access
- Password Policies — Web login security settings
- Security Best Practices — ProPay WEB security guidelines
The user can now log into ProPay WEB and switch between the assigned clients.
Access Rights for Multi-Client Users
The access rights code you assign to a multi-client user applies to all assigned clients. You cannot set different access levels per client for the same user.
| Access Code | Description | Can Submit Payroll |
|---|---|---|
| 0 | Administrator | 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 all reports | Yes* |
| 6 | Change/add employees only | No |
| 9 | Unrestricted access | Yes* |
*Only if the user has access to all departments for that client.
> Warning: Assigning access code 0 (Administrator) to a multi-client user gives them administrator rights for every assigned client. Use this level only for trusted staff who need full control across all clients.
Department Access with Multi-Client Users
Department access is configured separately for each client. A multi-client user may have access to all departments for one client but limited department access for another.
Removing a Client from a User
To remove a client from a multi-client user's access:
The user can no longer access that client's data through ProPay WEB.
Tips and Warnings
> Tip: Use multi-client assignment for your staff accounts. For client-side users (employers logging in to enter their own payroll), create single-client accounts through the standard user management process.
> Tip: Review multi-client user assignments periodically. When a staff member leaves or changes roles, update or remove their multi-client access promptly.
> Warning: Multi-client users share the same credentials across all assigned clients. If a user's password is compromised, the attacker could access every assigned client's payroll data. Enforce strong passwords and review login attempts regularly.