Payroll admin permission access by group

If you need to assign different employees to manage certain user group for payroll processing purpose, this feature might be the best for you to kick start with.

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This feature supports our recent releases, Advance working day settings and Advance payment type.

  • To-do before enabling this feature
  • Understanding the access level
  • Add/Edit/Remove a user's payroll admin access
  • How to enable this feature

  • To-do before enabling this feature

    User Group

    You may make use of user group under Users -> Groups to manage the grouping so you can assign an individual group to a specific person as a payroll admin accordingly.

    Note: Make sure to double check the employees that being assigned into each individual group to avoid duplicating the same employee in more than one user group.


    Understanding the permission access level

    On Assign payroll admin page,

    1. Super payroll admin
    • Super payroll admin is the payroll admin with access on "everyone" group.
    • Normally he/she has the HR permission access.
    • All payroll admins can access the payroll admin setting page, but only super payroll admin can add/edit/remove the payroll group admins.
    • If there is only ONE super payroll group admin, the admin cannot be revoked/removed from "everyone" group.

    2. Regular payroll admin

    • You may consider it as non-super payroll admin.
    • All non-super payroll group admin can only view the assign payroll admins page.
    Overview on the access of Payroll calculator page and User profile

    Only super admin has full access to view everyone's payroll in payroll calculator page whereas the regular admin will have group access to view the respective group's payroll.

    1. Payroll admin permission access is now integrated with Payment type [released on Nov'23]. It makes everything easier when you have more than one admin managing different group of employees, and while some custom allowances/deductions/overtime could apply for certain group of employees, hence this is a perfect solution.
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    Example: You have 3 branch managers, each branch has different employee allowances. You may assign staff under 3 branch managers separately from payroll admin permission, then once this feature is enabled, they shall be able to access and manage the allowances assigning accordingly. If you are the "everyone" payroll admin, you can help to cross check all the existing allowances as well.

    Note: Wish to give payment type page a try? Please don't hesitate to reach out via support@kakitangan.com or chatbot on the bottom right, we can help to enable it and guide you through the setup.

    Overview on the access of Payroll summary page

    Same goes to payroll summary page, only super admin has full access to view everyone's payroll in this page whereas the regular admin will have group access to view the respective group's payroll.

    For statutory text files and bank files, only super admin can download everyone's data here whereas the regular admin can download the data of assigned group only.



    Add/Edit/Remove a user's payroll admin access

    Click on the Add Admin on the top right

    Select an employee and user group accordingly and hit Add admin.

    Click on the "x" icon, click Yes to remove the person as a payroll admin.

    Click on the "pen" icon to edit, click onto the user group field to view the drop-down list and change, hit save once done.

    Removing permission of "everyone" group into "other" group

    • If you were to replace "everyone" group to another user group, please make sure you assign "everyone" group to AT LEAST one admin first before removing the last admin with "everyone" group.
    • If you are having access to "everyone" group but would like to change to another user group, please make sure to first add the other user group, then remove "everyone", lastly hit save button.



    How to enable this feature

    We want to offer the flexibility to the users while keeping things less complicated to others as well, therefore, it will be enabled per request basis only. Users who have interest or more inquiry about this feature, please contact us via support@kakitangan.com or reach us via the chat on the bottom right.

    Since this is a new release feature, we are welcomed if you have further feedback about it. Drop us a message on the chat or here.

    Hope it helps :)

    Complete guide: New way to manage Additional Earnings, Deductions and Overtime
    Complete guide: New way to manage Additional Earnings, Deductions and Overtime