The User access management functions are used to control who can access SmoothPay and what each user can do.
Depending on your access level, the profile menu provides three functions for managing other users:
Add user — create a new SmoothPay user.
Manage users — manage existing users, their company access, access level, credentials, or remove a user.
User access control — apply additional restrictions to Read-only and User accounts.
The Add user and Manage users options are restricted to the account owner. User access control can also be configured by users with administrative access.
Understanding user access levels
Each user's access to a company is controlled by an access level.
The available access levels are:
None — prevents the user from accessing the company.
Read-only — allows the user to view payroll information and produce reports without making changes.
User — provides normal payroll-processing access without administrative functions such as restoring data.
Administrator — provides User-level access together with additional administrative functions, including the ability to restore payroll data.
Owner — provides the highest level of access, including user and company-access management.
A user can have different access levels for different companies.
Adding a new user
Only the account owner can add a new user.
To add a user:
Click your user name in the upper-right corner of SmoothPay.
Select Add user.
A window will then appear:
Enter the user's:
first name
surname
email address
required access level
Click Create user and send credentials.
SmoothPay generates login credentials for the new user and sends them to the email address entered when the user is created.
A newly created user is initially added to the company you are currently working in.
If they also need access to other companies in your company group, use Manage users after creating the account.
The new user should update their password after receiving access.
For more information about changing personal user details and credentials, refer to:
<Edit your user settings>
Managing existing users
The Manage users function is only available to the account owner.
To access it:
Click your user name in the upper-right corner.
Select Manage users.
The user manager displays users associated with the companies in your company group and allows their access to be managed across those companies.
There are two levels at which a user can be selected.
Selecting the user
Clicking a user name allows you to manage that user more broadly across the companies available in the group.
From here, you can manage functions such as:
which companies the user can access
resetting the user's credentials
removing the user where required
Selecting a company under the user
Selecting an individual company beneath a user's name allows you to manage that user's access specifically for that company.
This allows the same user to have different access levels in different companies.
For example, a user could have normal User access to one company and Read-only or None access to another.
Changing a user's company access
To change the access a user has to a particular company:
Open Manage users.
Select the required user.
Select the company you want to manage beneath that user.
Choose the required access level.
Click Save.
Setting the access level to None prevents that user from accessing the company without requiring their user account to be deleted.
For more information about switching between companies available to your own user, refer to:
<Company access and management>
Resetting a user's credentials
If a user has forgotten their username or password, or can no longer complete two-factor authentication, the account owner can reset their credentials from Manage users.
To reset a user's credentials:
Open Manage users.
Select the required user.
Use the credential reset option.
Confirm the reset where required.
SmoothPay generates new credentials and sends them to the email address registered against the user.
Resetting credentials also disables any two-factor authentication currently configured for that user. They can enable it again after regaining access to their account.
If the owner has forgotten their own credentials, the reset must be handled through SmoothPay support rather than another user account.
Removing a user
Users who no longer require access can be removed through Manage users.
To remove a user:
Open Manage users.
Select the user you want to remove.
Click the Delete button
The account owner cannot be managed in the same way as other user accounts. Owner designation changes require assistance from SmoothPay support.
User access control (UAC)
The standard access levels determine the broad level of access a user receives.
User access control (UAC) provides additional control over what users with Read-only or User access can see or do.
Owners and Administrators can apply these additional restrictions.
Read-only users
Read-only access normally allows users to view payroll information and produce reports without changing payroll data.
UAC can further restrict which screen or tabs a Read-only user can access.
User-level accounts
User-level accounts can be restricted more granularly.
Depending on the UAC configuration, restrictions can be applied to:
screens
tabs
particular actions
the ability to edit particular information or fields
This allows a payroll user to retain normal access where required while preventing access to functions or information they should not use.
User access control (UAC)
The access levels managed through Manage users determine the broad level of access a user has to a company.
Where more detailed control is required, User access control (UAC) can be used to restrict which areas of SmoothPay a user can view or edit.
This allows access to be controlled more granularly than the standard Read-only or User access levels alone.
For more information about configuring UAC and managing individual permissions, refer to:
<User access control (UAC)>