In almost every pay run process, someone outside the payroll team needs to review or approve the payments before finalising bank files and payroll.
Typically, this review is managed manually by sending emails with attachments to approvers and waiting for a reply. This email-based method involves manual handling, lacks payroll oversight and the only ‘proof of approval’ is stored in personal inboxes.
Introducing Guest Users in Paytools!
With guest users, occasional participants can now perform limited actions in Paytools, such as approving or completing checks and taking ownership of issues, streamlining the review and approval process while enhancing payroll oversight.
So what can a guest user do?
Approve and comment on checks assigned to them in a checklist
Update and resolve issues assigned to them
Guest user for external approvals
Guest users can replace your manual approval processes that happen in email with full audit trail, visibility and proof of work in Paytools, significantly improving payroll oversight.
For example, a payrun signoff where you need multiple external approvers reviewing final figures before sign off.
In Paytools create a checklist that requires checks to to be completed in order.
Add one or more “approval checks” and assign these to guest users.
When this checklist is scheduled, checks can only be completed in order and a notification is sent to the next check assignee when the previous check has been completed.
Guest user will be sent an email to complete the check either by replying to the email or logging into Paytools.
Assigning guest users to issues
Assigning an issue to a guest user so they can view the issue, make updates and resolve the issue also enhances payroll oversight.
For example, you may have an issue that a person in the integrations or finance teams needs to be allocated to.
To assign an issue simply edit an issue and assign the guest user from the list of users available.
What does a guest user see when they login to Paytools?
Guest users will have a limited view with access to the issues and checks they have been assigned to.
Final thoughts
Incorporating external approvers for enhanced payroll oversight is a game-changer. This feature simplifies approvals, boosts visibility and ensures a clear audit trail, all while streamlining your payroll process.
Paytools is renowned for delivering simple-to-use technology that helps payroll to become a trusted and valued partner to the business. Book a demo today to learn how we can help you set a new standard for payroll.
