Multi-Client Access or "MCA" is a term used when accounts have common ownership that would constitute all accounts to be accessed from a single sign-on and allows for reporting to be pulled across all entities at one time. Additional entities can be added to a current account. Here's what would change when converting from single-use to "MCA".
When converting, the primary EIN's Short Name will become the Short Name for all users added to the company, even if they work for a different EIN within the MCA access. If the account was set up as a single company originally, you may be given an updated short name when converting to MCA.
Please be sure to share the new landing page and Short Name with your staff. They will not be able to log in using the old landing page/short name on the mobile app if converted.
For example, the current short name is 3000GL, then upon adding additional EINs the Short Name starts with MC followed by 4 digits then GL. If your Short Name already starts with MC - no change will be needed. Your account representative will let you know of any Short Name changes.
What Changes for Admin when using MCA?
When using MCA as an Admin, most sections within the system will be based on filters in order to see employee info. Be sure to add "Company EIN" to all filters to easily identify employee records associated with specific entities.
For any employees with access to more than one entity, there will be a toggle feature on the top of the screen both on the web and the mobile app. If the user is considered a manager of one company but only an employee of the other, the view and access will also change upon toggle.
Mobile App: Toggle Via Hamburger Menu
> Then Drop Down as seen below
Web Toggle: Found in the upper right as seen below, then the pop-up window appears. Or Hamburger Menu > Down Arrow will also allow for toggle functionality.
Hiring within Multi-Client Access Account
When hiring an employee within a Multi-Client Access account, the only differences would be during the new hire process 1. you must choose the EIN the new hire is being on-boarded for, and 2. that the Social Security Number is added at the time of hire. The social security number will indicate to the system that this employee is associated with another entity within the MCA account. In the case the employee is already employed for another entity, the system will auto-populate the employee's basic demographics (date of birth, address, email address) and associate the accounts together, making toggling possible.
Below is an example of the EIN as a drop-down during the New Hire checklist, which will also be applicable for quick hires. The SSN will show as required.
After the SSN is entered, the employee demographics will appear in the employee record, if you're using the new hire checklist, and if using the quick hire, the employee demographic will auto-populate and be greyed out, indicating the info pulled over.
In order to ensure the new hire's information is properly set up, still follow the new hire checklist with Step 1, starting the new hire process, and completing Step 3, adding base compensation, assigning profiles, and cost centers.
If you'd like employee numbers to sync over or have specific employee numbers/alphanumeric sequences to help clearly identify employees per entity, please reach out to your account representative to set this up for you. For example, Entity 1 employee numbers are A1000, Entity 2 is B1000, or Entity 1 employee numbers start at 1000, Entity 2 starts at 2000, etc.
Terminating Employees within Multi-Client Access Account:
When terminating employees, the action would be almost the same as a single user. Although the employee has a single account to toggle, the admin will still see 2 employee records as seen below. By pulling "Company EIN" into any views, you can see the difference between the account the employee record belongs to.
To terminate one of the accounts, choose the box next to the record, then choose "Terminate" in the upper right. Follow the term prompts to complete the process.
If your company transfers employees between entities regularly, you may want to consider a "Transfer" checklist vs. "New Hire" as well as use "Seniority Date" under "Dates" in the employee profile to indicate the transfer date of accruals, etc. Be sure to notify your broker and any other 3rd party that may get termination notices to ensure they are aware of a transfer vs. term.
Once the employee is termed, the roster will update showing only the one active account for this employee. Be sure to update the termed account's security profile to ensure they only see pay stubs and W2s on the termed account.
While utilizing MCA - the functionality across most functions is handled via profiles and/or filters. When it comes to HR, the Jobs and Positions will need to be created and associated with each EIN in order to be used for more than one account. The reason for this is due to the budgeting aspect related to the jobs and positions that can only roll up to one EIN.
To update any current Jobs that may be associated with the additional EINs, navigate to the Job Set Up: Hamburger Menu > Gear Icon > HR Set Up > Jobs -- click the pencil next to the existing Job that would apply to new EINs added. Scroll down to the "EIN" section seen below, then "Add Company EIN". Once the EIN is associated with the Job, you would do the same for Positions as seen in the next step.
Position Updates Navigation:
Hamburger Menu > Gear Icon > HR Set Up > Positions > find the position that applies to more than one EIN, then scroll to find "Add Company EIN" as seen below.
After the EIN is assigned to the Job and Position, the new hire can now be associated with the Job/Position at the time of hire.
With the Multi-Client Access Account, security and groups are similar to a self-standing account. The main difference is that when there is more than one record for an employee/account (being employed by 2 EINs) there only needs to be a security setting changes on one account record then add that account record to the Group they oversee.
For example, Employee James Dean works for Banana Dang LLC & GL Corporation. For GL Corporation, he is a Company Admin that oversees the entire group within GL Corporation but under Banana Dang, he only manages Time for the entire company there. What would need to be done to ensure access is correct is as follows:
Step 1: Changing Security
Navigate to the "Employee/Account" record for James Dean (Hamburger Menu > Team Icon> My Team > Employee Information
Find James Dean > Open Employee Information Icon
Locate Profiles> Manage Profiles > locate "Security Profile" and update to "Company Administrator"
Step 2: Assigning Employees
Now that you have changed the security profile, we need to give him employees to manage.
Navigate to Hamburger Menu > Gear Icon > Global Set Up > Groups > Edit
Find the group with "Company EIN" and choose the pencil icon next to the group you want to give permission to.
Once within the group choose "View Group Permissions" once on the next screen choose "Add Manager"
The pop-up below will appear. Choose the manager from the double people icon, in this case, James Dean (the EIN will follow). Then once the account is added, choose all checkboxes that are applicable for permissions related to the groups. For example, Company Admin would have ALL boxes checked, whereas timekeeping only would only have the bottom half of the checkboxes marked to allow only time keeping changes.
After the manager is added they will now have a different view and access to team members in this group when toggled in the GL Corporate account.
To set up the second access for James Dean associated with Banana Dang as the Time Keeping Manager only, follow all of the same steps, but this time the security profile changes would be done on the Banana Dang account record. Once in the security profiles, update the security to "TLM Manager". Then when assigning him to a group as a manager, you'd assign him to the Banana Dang Group as the manager and only give him TLM privileges.
Now when James toggles from one company to the next, his security and group to be seen will change according to the view you'd prefer.
If a user should see ALL employees across ALL companies - add them as a manager to the "All Company" group.
If you have any questions or need additional support, please reach out to your assigned Payroll Specialist or dedicated HRC.