Granting Administrator Access

Granting Administrator Access

This knowledge center article will cover how to grant the administrator profile access to allow them to perform advanced functions for their employees. Examples of this can be approving employee timesheets, time-offs, time change requests, running payroll, running advanced reports, and making changes to employees' profiles which may include viewing or editing confidential information. 
Please note that if you're not sure of the difference between Security profiles and groups, please review  this article. 
Security Profile Access
To grant Security access, see the steps below. Note: Security profiles drive what an employee account can do in the system. 
  1. Navigate to the Employee Information page by clicking into the hamburger menu located in the upper left-hand area > Team icon > My Team > Employee Information. 

  2. On the Employee Information page, find the Administrator or Payroll account you would like to grant access to in the list of employees and click on the Employee Information icon () to navigate to the Employee's Profile. 
  3. In the employee's profile, locate the "Profiles" widget which will be located on the right-hand side of the page in either a collapsed or expanded position which is typically located in the main tab, but could be located in different tabs depending on your company configuration. If collapsed, then click the left-facing arrow to expand the widget. See the following as an example. 


  4. In the "Simple Profiles" section, locate the "Security" field > either type or click on the browse icon to locate an "Administrator" or "Payroll" type of security profile.

  5. Once an "Administrator" or "Payroll" type of security profile is applied, click "SAVE" located in the upper-right hand area of the page. 
  6. You're not finished just yet -- the next step is to assign groups that will grant access to what employee profiles the "Administrator" or "Payroll" account will be able to view. 
Assigning Groups
This section will cover how to assign administrators to an employee group which will allow the administrator access to employee accounts.  Note: Groups drive individual administrator access to specific employee profiles.  The following will start from the most common administrator access to the least common: 
  1. Granting Access to All Employees.
  2. Granting Access to Employees that Belong to a Specific EIN Only.
  3. Granting Access through FIlter Based Groups.
Note: the following sections will be listed to grant access depending on the type of group access your company would like to grant for an administrator or payroll manager. 
Granting Access to All Employees
This section covers how to grant an administrator or payroll manager access to all employee profiles. See the steps below to proceed: 
  1. Navigate to the hamburger menu > Cog icon > Global Setup > Groups > Edit. 

  2. On the Account Groups page, find the group named "All Company Employees" > click the pencil icon to edit the group. 


  3. On the following page, click "VIEW GROUP PERMISSIONS" located in the upper-right hand area. 
  4. Click "ADD MANAGER" located in the upper right-hand area which will pop up a window. 
  5. On the "Add Manager" window, choose the administrator in the "Manager*" field by clicking on the employee icon. 

  6. Search and click on the flag icon to choose the administrator. 
  7. Choose all the options the administrator should be able to view/edit. Note: this is also dependant on the administrator/payroll security profile. If the security profile doesn't have the following options enabled, then the employee will not be able to view/edit. 
    1. Account Information: if "Edit" is checked, then the system will allow the administrator to edit the employee profile.
    2. Employee Performance Reviews: if "view" is checked, this will grant access to viewing the employee performance reviews. 
    3. Employee Base Compensation: If "view" is checked, this will grant access to viewing the employee's base compensation. If "edit" is checked, this will grant editing access. 
    4. Employee Time: check the options which will allow to view/edit/approve employee's time, including timesheets, time offs, time off requests, and more. 
    5. Employee Schedule: the options listed will either allow viewing and/or editing employee schedules. 
    6. Extra Pay & Counter Adjustment: the options listed will either allow viewing and/or editing Extra Pay & Counter adjustments. Note: this information is typically located in the employee's timesheet. 
  8. Once the above group options are chosen, click "Add".
Geat work - you just added an administrator to the system!
Granting Access to Employees that Belong to a Specific EIN Only
This section covers how to grant an administrator or payroll manager access to employees in specific EINs. See the steps below to proceed: 
  1. Navigate to the hamburger menu > Cog icon > Global Setup > Groups > Edit. 

  2. On the Account Groups page, find the group types that are named "Employee EIN" > click the pencil icon to add an administrator to the group. 

    1. Note: the "Group Name" column will show the name of all the available EINs.
  3. On the following page, click "VIEW GROUP PERMISSIONS" located in the upper-right hand area. 
  4. Click "ADD MANAGER" located in the upper right-hand area which will pop up a window. 
  5. On the "Add Manager" window, choose the administrator in the "Manager*" field by clicking on the employee icon. 

  6. Search and click on the flag icon to choose the administrator. 
  7. Choose all the options the administrator should be able to view/edit. Note: this is also dependant on the administrator/payroll security profile. If the security profile doesn't have the following options enabled, then the employee will not be able to view/edit. 
    1. Account Information: if "Edit" is checked, then the system will allow the administrator to edit the employee profile.
    2. Employee Performance Reviews: if "view" is checked, this will grant access to viewing the employee performance reviews. 
    3. Employee Base Compensation: If "view" is checked, this will grant access to viewing the employee's base compensation. If "edit" is checked, this will grant editing access. 
    4. Employee Time: check the options which will allow to view/edit/approve employee's time, including timesheets, time offs, time off requests, and more. 
    5. Employee Schedule: the options listed will either allow viewing and/or editing employee schedules. 
    6. Extra Pay & Counter Adjustment: the options listed will either allow viewing and/or editing Extra Pay & Counter adjustments. Note: this information is typically located in the employee's timesheet. 
  8. Once the above group options are chosen, click "Add"
Geat work - you just added another administrator to an EIN! You may perform the same steps to add the same account to other EINs. 
Granting Access through FIlter Based Groups
This section covers how to grant an administrator or payroll manager access to employees using a specific filter. NOTE: this is an advanced group section, please reach out to Green Leaf if you have any questions. See the steps below to proceed: 
  1. Navigate to the hamburger menu > Cog icon > Global Setup > Groups > Edit. 

  2. On the Account Groups page, add a new group by clicking "NEW GROUP" located in the upper right-hand area. 
  3. Choose "Filter Based". 
    1. Note: by default, the filter based group will contain all employees. The filters will either remove an employee type or only contain that employee type. 
  4. Name the Group Filter.
  5. Click "No Match" > DELETE. 
  6. Once deleted, click "Add" which will pop up a "FIlters" window to add a filter type. 
    1. The filters that are listed will allow you to filter in or out specific criteria. 
    2. For this example, we'll choose "Default Job" to filter out Executives.
    3. Once selected, choose the job that you would like to filter in or out. E.g., the filter will include only executive accounts or exclude them from the list of all employees. 
    4. To filter the executive class out of all employees, click to highlight the filter, and click "NOT". 
    5. You will now see: 
      1. This indicates that this group filter will include all employees but the executive type of employees. 
    6. You may choose "AND", "OR", and "NOT" to create additional filter criteria. 
      1. Note: the next step will show you all the employees that are listed in the group so that you may verify if the filter based group is set up correctly. 
    7. Click SAVE. 
  7. Once saved, click "VIEW GROUP PERMISSIONS" located in the upper-right hand area. 
    1. This page will show you all the accounts included in the filter-based group you created located in the "Members In Group [Group Name]" section. 
    2. If there are members in the group that should not be included -- then the filter based group that was created was done incorrectly. Please always contact Green Leaf if you're experiencing any difficulties with this before assigning managers. 
  8. If the group appears to be correct, click "ADD MANAGER" located in the upper right-hand area which will pop up a window. 
  9. On the "Add Manager" window, choose the administrator in the "Manager*" field by clicking on the employee icon. 

  10. Search and click on the flag icon to choose the administrator. 
  11. Choose all the options the administrator should be able to view/edit. Note: this is also dependant on the administrator/payroll security profile. If the security profile doesn't have the following options enabled, then the employee will not be able to view/edit. 
    1. Account Information: if "Edit" is checked, then the system will allow the administrator to edit the employee profile.
    2. Employee Performance Reviews: if "view" is checked, this will grant access to viewing the employee performance reviews. 
    3. Employee Base Compensation: If "view" is checked, this will grant access to viewing the employee's base compensation. If "edit" is checked, this will grant editing access. 
    4. Employee Time: check the options which will allow to view/edit/approve employee's time, including timesheets, time offs, time off requests, and more. 
    5. Employee Schedule: the options listed will either allow viewing and/or editing employee schedules. 
    6. Extra Pay & Counter Adjustment: the options listed will either allow viewing and/or editing Extra Pay & Counter adjustments. Note: this information is typically located in the employee's timesheet. 
  12. Once the above group options are chosen, click "Add"
Geat work - you just an account profile to a filter-based group!








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