In Salary, you can create multiple users, so each person has their own login.
This increases IT security—by avoiding shared logins—and makes it possible to track who made which changes, such as employee updates or payroll approvals.
If you're adding a department manager who should only approve absence, hours, mileage, etc., for their own team, follow this guide.
Guide:
1. Go to the Company tab and click User administration.
2. Click Add user.
3. Choose the desired role, enter the email address, and assign the appropriate permissions.
You can read more about the difference between roles and permissions here.
4. After clicking Send invitation, you’ll see that the invitation is now pending at the top of the page.
Note: If you selected Pay Approving Only, the user will appear under “Users” but will not have access to the system itself.
To cancel the invitation, click the edit icon and choose Delete invitation.
5. The invitee will receive an email with a link labeled Log ind, which they must click to complete the invitation.
Note: The link expires after a certain period. If that happens, you’ll need to resend the invitation.
6. When the user clicks the link, they will typically be directed to the login page:
If the person already has a Salary account (not the employee app) with the invited email, they simply log in.
If the person does not yet have a Salary account, they should click Create new user beneath the login button.
Once completed, the user will gain access to your company through their new profile.
FAQ
What access do different roles and permissions provide?
What access do different roles and permissions provide?
Roles such as Accountant, Bookkeeper, or Internal/External Payroll Admin are mostly for labeling purposes and do not control access.
Functional access is determined by the permissions assigned to the user.
If no permissions are selected, the user can still edit certain areas of Salary (e.g. employee details or accounting setup), but cannot prepare or approve payroll and has limited control over other user permissions.
Permissions Overview:
Administrator: Full access to all features, including payroll preparation and approval.
Approve payroll: Allows the user to approve payroll runs.
Prepare payroll: Allows the user to prepare payroll (it must then be approved by someone else).
Department Manager: Grants access to employees within the manager’s department, with ability to approve hours, mileage, and expenses. See this guide for setup.
Payroll Approver Only: User doesn’t access the system but receives an SMS with a link to approve or reject payroll. If you don't have this on your view, then you have to enable it in Advanced Settings.
Read-only: User can view all sections of Salary but cannot make changes.
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How do I change an existing user's role?
How do I change an existing user's role?
To assign a new role, you must remove the user’s access and then invite them again with the new role.
How do I change permissions for an existing user?
How do I change permissions for an existing user?
Usually, you can click the edit icon next to the user and update their permissions.
In some cases, you may need to remove their access and re-invite them with the correct settings.
I sent the invitation to the wrong email — what should I do?
I sent the invitation to the wrong email — what should I do?
Click the edit icon next to the invitation and press Delete.
Then you can send a new invitation to the correct email address.