Pay Cycle Admins

Pay Cycle Admins are admin users with limited access to a PayHero company. They can be assigned to the applicable Pay Cycle(s) and will then have restricted access to PayHero where only information relating to those employees within their designated pay cycle(s) will be displayed.

This includes managing the following:

Inviting a new Pay Cycle Admin is done through Manage > Admins. Select the Pay Cycle Admin option from the Access Type drop-down list. Next, under Pay Cycle, select the pay cycle the user will be administering.

Click Invite to send an invitation email to the specified email address.

Once there is an active Pay Cycle Admin in the PayHero company, you will have the Pay Cycle Admins tab on all pay cycles under the Manage > Pay Cycles area of PayHero. Here you can add an existing Pay Cycle Admin to another pay cycle to have them start managing another group of staff.

First, click on the Pay Cycle Admins tab and click the green button. Select the applicable Pay Cycle Admin from the list to include them. Each pay cycle can have as many Pay Cycle Admins as required.

To remove a Pay Cycle Admin from a particular pay cycle and prevent the employees in that pay cycle from appearing for the user, this is done via Manage > Pay Cycles.

Select the Pay Cycle Admins tab on the chosen Pay Cycle and click 'x' alongside the Admin you wish to disassociate from that pay cycle.

To remove the Pay Cycle Admin's access to the PayHero company as a whole, this is done through the Manage > Admins section.

Select Remove Access for the chosen Pay Cycle Admin to remove their user access.

Functionality in this section is very similar for Pay Cycle Admins as it would be for a standard Administrators. This includes the recording, editing and deleting of time entries as well as expenses. For more information on using the Time section, please see our following articles:

The Pay Cycle Admin's view will be filtered to show only those employees in their associated pay cycle(s). Please note, timesheet imports are unavailable for Pay Cycle Admins.

Pay Cycle Admins have access to the same Leave calendar as a standard Administrator, however they can only view their own pay cycles' employees.

For details on recording leave, please see our Leave Requests support article.

Pay Cycle Admins are only able to process the payroll for their own pay cycle(s). For companies who use Akahu or POLi to pay their employees, this function is not available to be used by Pay Cycle Admins. An option to download a Bank Batch File can be used instead, or a full admin can log in to process the payments.

For companies who have authorised to make payments via Direct Debit, anyone who can send pays will be able to send the pay and therefore trigger the direct debit payments.

The Payroll > Sent section will be a filtered view only showing pays processed against the Pay Cycle Admin's pay cycle(s). Please note, One-Off Pays cannot be viewed or created by Pay Cycle Admins.

For a guide on running a payroll, please see our Processing a Pay Run support article.

Functionality through Insights is the same for Pay Cycle Admins, but any reports built will only return details relating to their own pay cycle(s) staff members.

For more details on using the Insights area of PayHero, please see the following:

Pay Cycle Admins can also download PDF Reports, which are covered here: PDF Reports.

Pay Cycle Admins have restricted access to the Manage and People areas of PayHero, with access only to the Employees, Files, Workflows and Pay Cycles tabs.

Employees

Pay Cycle Admins can create new employee records, which will be available to include into their designated pay cycle(s). For details on creating new staff records, please see Adding a New Employee.

Selecting the Self Setup option when adding a new employee will invite them to complete their own employee details. Learn more here: Self Setup & Onboarding

Pay Cycle Admins also have full access to view and edit employee records for staff members belonging to their pay cycle(s), or who haven't yet been added to a pay cycle.

Files
Pay Cycle Admins can add files to employees belonging to their designated pay cycles(s) to store employment files, training certificates, or other important documents for future reference. Files uploaded here are visible to Admins.

Workflows

Pay Cycle Admins can manage Workflows for employees belonging to their pay cycle(s) or in no pay cycle. They can assign new Workflows, approve Workflows that are pending completion and view Workflows that have been completed and approved.

A Pay Cycle Admin can view existing Workflows templates (and add them to all employees in their pay cycle(s) or no pay cycle), but is not able to edit or create new templates; this needs to be done by an Admin user.

Learn more about managing employee Workflows here: Workflows

Pay Cycles

Pay Cycle Admins can remove any staff as required from the pay cycle(s) they administer. They can also add any new or existing employees who haven't already been designated to a pay cycle.

If the Pay Cycle Admin manages multiple pay cycles, they can move employees between them.