Collaborate without compromising on payroll security using Zoho Payroll
Today we will throw some light on how Zoho Payroll lets you collaborate with your distributed workforce and stay in control of payroll operations without compromising on the security of your employees' data.
As a Zoho Payroll user, your organisation will possess all the crucial information about your employees like bank account details, personal information, and salary details. Therefore, it is critical that this information stays secure. If it falls into the wrong hands, it can lead to identity theft or worse. This in turn can have adverse effects on your employees' trust and might damage your organisation's reputation.
To show how you can take control of your payroll operations in a secure way, we'll look at the below organisational hierarchy as an example.
The following table lists the responsibilities for each role as part of the payroll processing team.
From the table above, you can see that only the CEO requires complete access to all the modules. The remaining users need access only to specific modules based on their roles.
As the payroll admin of the organisation, the CEO can set up multi-level access in Zoho Payroll and allow the users in the organisation to access only selected data and functions. This way the CEO can maintain centralised control yet present the same user interface for all of the staff to get their work done. Distinctive user roles help cross-department staff can work in synergy without compromising the security of payroll data.
As your organization's CEO or payroll admin, here's how you can assign access for each of your user roles.
Log in to Zoho Payroll.
Under Settings, select Users and Roles.
Refer to our self-help resources for step-by-step guidance on creating multiple distinct user roles.
Once you have created all the roles within your organisation, let's define the permissions for each of the roles.
Payroll staff:
Let's assume that the responsibility of your payroll staff will be to maintain and update payroll records, validate payroll inputs, and get the pay run ready.
Your payroll staff will need to collect employee details and payroll inputs submitted through various sources, and then create a pay run with all the information collected.
They will need access to the following modules:
- Employee module to maintain employee records.
- Pay run module to create and edit pay runs.
- Preferences module to collect employee reimbursement and POI data
Here you can allow the payroll staff to only view the basic employee details, but not create or edit them. This will ensure they cannot tamper with the employee data.
In the pay run module, you can decide that they can only create and edit the pay runs, not approve or pay them. When you move on to setting the permissions for the other roles, you'll probably give the payroll admin approval access for any pay run and give the finance team permission to make payments to the employees. Each role has a unique set of permissions based on its duties and position in the hierarchy.
Now that the different roles have been set, the admin can invite users into the payroll organisation.
Select Users under Users and Roles and start adding your employees under the different roles you have curated. All they have to do is accept the invitations they receive via email and create a Zoho account using the same email, and they are good to go.
Here's how the users will be seeing Zoho Payroll based on the roles that they've been assigned.
HR staff:
Can add new employee details while onboarding new staff to Zoho Payroll.
Payroll staff:
Can enter payroll inputs of employees, create and edit pay runs.
HR manager:
Can approve salary revisions, reimbursements and proof of investments. Has access to all reports.
Finance manager:
Can create, edit and delete employee loans and record salary payments.
External auditor:
Can access payroll, statutory and tax reports.
So the roles have been created, the users are added, and the admin knows which actions each user can perform. We haven't mentioned user tracking yet, but that's another kind of accountability that's available. If a discrepancy occurs in the payroll system, the payroll admin can check the activity log report to see exactly which actions each user has performed. All of this helps you keep your payroll data safe with Zoho Payroll.
Do let us know in the comments below how you have customised the roles in your payroll organisation.
Until next time!
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Archana
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Need to extract date from datetime field
I have a datetime field and need only the date part from it. I am unable to find a built-in function that would be <DateTime>.Date(). I don't think I want to go the string conversion route of converting the datetime to string and then parsing out values and create a date out of it. Any one out there has a better solution to this? Thanks in adavnce. Regards Moiz Tankiwala Smart Training & IT SolutionsHow to Hide Article Links in SalesIQ Answer Bot Responses
I have published an article in SalesIQ, and the Answer Bot is fetching the data and responding correctly. However, it is also displaying the article link, which I don’t want. How can I remove the link so that only the message is shown?New in Cadences: WhatsApp follow-ups, upgraded limits, and options for add-ons
Hello everyone, We're rolling out two key updates to help you engage better and scale smarter with Cadences in Zoho CRM. Reach customers on WhatsApp, directly from Cadences Previously, Cadences have enabled you to automate follow-ups through emails, calls,additional accounts
If I brought 5 emails to my account. Can I later buy additional emails.Issue in Zoho People Regularization – Incorrect Hour Calculation
I have noticed that when applying attendance regularization in Zoho People for previous dates, the total working hours are not calculated correctly. For example, even if the check-in is 10:00 AM and check-out is 6:00 PM, the system shows an incorrectWhy I am unable to configure Zoho Voice with my Zoho CRM account?
I have installed Zoho Voice in my Zoho CRM, but as per the message there is some config needed in Zoho Voice interface. But when I click on the link given in the above message, I get an access denied page.Issue with Hour Calculation in Zoho People Attendance Module
I have noticed an issue in the attendance regularization feature of Zoho People. When trying to regularize past dates, the total working hours are not calculated correctly. For example, if I enter a check-in and check-out time for a previous day, theCliq Meeting Calls No Audio and Screen Share
When in a Cliq channel meeting, the audio does not work at all on pc. When i use my phone as audio source, screen share on pc does not work. I have updated audio drivers but the strangest thing is that during a 1 on 1 call, it works well. Therefore theBug in Total Hour Calculation in Regularization for past dates
There is a bug in Zoho People Regularization For example today is the date is 10 if I choose a previous Date like 9 and add the Check in and Check out time The total hours aren't calculated properly, in the example the check in time is 10:40 AM checkWork anniversary and birthdays on connect
Hello, I like the idea of having employee's work anniversary and birthdays on the dashbaord. Do you have to have the employee complete this information themselves in connect settings, or does it pull from their directory settings? (ie. we use Zoho oneAlias Email Id already exists
Hi I'm trying to create an alias : contact @ yoavarielevy.co.il but i get the message Alias Email Id already exists I had an account with the same name but I deleted it. Can you help? Thanx YoavBANK FEED - MAYBANK , provider from YODLEE IS NOT WORKING
As per topic, the provider YODLEE is not working for the BANK FEED. It have been reported since 2023 Q3, and second report on 2023 Q4. now almost end of 2024 Q1, and coming to 2024 Q2. Malaysia Bank Maybank is NOT working. can anyone check on this issue?Feature Request: Ability to Set a Custom List View as Default for All Users
Dear Zoho CRM Support Team, We would like to request a new feature in Zoho CRM regarding List Views. Currently, each user has to manually select or favorite a custom list view in order to make it their default. However, as administrators, we would likeAdding Multiple Products (Package) to a Quote
I've searched the forums and found several people asking this question, but never found an answer. Is ti possible to add multiple products to a quote at once, like a package deal? This seems like a very basic function of a CRM that does quotes but I can'tZoho Commerce in multiple languages
When will you be able to offer Zoho Commerce in more languages? We sell in multiple markets and want to be able to offer a local version of our webshop. What does the roadmap look like?webinar registration confirmation are landing in SPMA folders
I am trialing zoho webinar and do not have access to custom domains. When I test user registrations, they are working but the resulting confirmation email is landing in a spam folder. How can I avoid this?Making digital signatures accessible to all: Introducing accessibility controls in Zoho Sign
Hi there! At Zoho Sign, we are committed to building an inclusive digital experience for all our users. As part of our ongoing efforts to align with Web Content Accessibility Guidelines (WCAG), we’re updating the application with support that will goDelegates should be able to delete expenses
I understand the data integrity of this request. It would be nice if there was a toggle switch in the Policy setting that would allow a delegate to delete expenses from their managers account. Some managers here never touch their expense reports, andAdd Save button to Expense form
A save button would be very helpful on the expense form. Currently there is a Save and Close button. When we want to itemize an expense, this option would be very helpful. For example, if we have a hotel expense that also has room service, which is aMultiple organizations under Zoho One
Hello. I have a long and complicated question. I have a Zoho One account and want to set it up to serve the needs of 6 organizations under the same company. Some of the Zoho One users need to be able to work in more than 1 organization’s CRM and otherError AS101 when adding new email alias
Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.Unbundle feature for composite items
We receive composite items from our vendors and sell them either individually or create other composite items out of them. So, there is a lot of bundling and unbundling involved with our composite items. Previously, this feature was supported in formRegarding the integration of Apollo.io with Zoho crm.
I have been seeing for the last 3 months that your Apollo.io beta version is available in Zoho Flow, and this application has not gone live yet. We requested this 2 months ago, but you guys said that 'we are working on it,' and when we search on GoogleMTD SA in the UK
Hello ID 20106048857 The Inland Revenue have confirmed that this tax account is registered as Cash Basis In Settings>Profile I have set ‘Report Basis’ as “Cash" However, I see on Zoho on Settings>Taxes>Income Tax that the ‘Tax Basis’ is marked ‘Accrual'workflow not working in subform
I have the following code in a subform which works perfectly when i use the form alone but when i use the form as a subform within another main form it does not work. I have read something about using row but i just cant seem to figure out what to changeFetch data from another table into a form field
I have spent the day trying to work this out so i thought i would use the forum for the first time. I have two forms in the same application and when a user selects a customer name from a drop down field and would like the customer number field in theRecord comment filter
Hi - I have a calendar app that we use to track tasks. I have the calendar view set up so that the logged in user only sees the record if they are assigned to the task. BUT there are instances when someone is @ mentioned in the record when they are notHow to View Part Inventory and Warehouse Location When Creating a Work Order in Zoho FSM
Hi everyone, We’re currently setting up Zoho FSM and would like to improve how our team selects parts when creating a Work Order. Right now, when we add a part or item to a Work Order, we can select it from our Zoho Inventory list but we don’t see anyFSM too slow today !!
Anybody else with problem today to loading FSM (WO, AP etc.)?Not able to Sign In in Zoho OneAuth in Windows 10
I recently reset my Windows 10 system, after the reset when I downloaded the OAuth app and tried to Sign In It threw an error at me. Error: Token Fetch Error. Message: Object Reference not set to an instance of an object I have attached the screenshotMapping a custom preferred date field in the estimate with the native field in the workorder
Hi Zoho, I created a field in the estimate : "Preferred Date 1", to give the ability to my support agent to add a preferred date while viewing the client's estimate. However, in the conversion mapping (Estimate to Workorder), I'm unable to map my customThe sending IP (136.143.188.15) is listed on spamrl.com as a source of spam.
Hi, it just two day when i am using zoho mail for my business domain, today i was sending email and found that message "The sending IP (136.143.188.15) is listed on https://spamrl.com as a source of spam" I hope to know how this will affect the deliveryDelegates - Access to approved reports
We realized that delegates do not have access to reports after they are approved. Many users ask questions of their delegates about past expense reports and the delegates can't see this information. Please allow delegates see all expense report activity,Split functionality - Admins need ability to do this
Admins should be able to split an expense at any point of the process prior to approval. The split is very helpful for our account coding, but to have to go back to a user and ask them to split an invoice that they simply want paid is a bit of an inIs there a way to request a password?
We add customers info into the vaults and I wanted to see if we could do some sort of "file request" like how dropbox offers with files. It would be awesome if a customer could go to a link and input a "title, username, password, url" all securely and it then shows up in our team vault or something. Not sure if that is safe, but it's the best I can think of to be semi scalable and obviously better than sending emails. I am open to another idea, just thought this would be a great feature. Thanks,Single Task Report
I'd like a report or a way to print to PDF the task detail page. I'd like at least the Task Information section but I'd also like to see the Activity Stream, Status Timeline and Comments. I'd like to export the record and save it as a PDF. I'd like theAuto-response for closed tickets
Hi, We sometimes have users that (presumably) search their email inbox for the last correspondence with us and just hit reply - even if it's a 6 month old ticket... - this then re-opens the 6 month old ticket because of the ticket number in the email's subject. Yes, it's easy to 'Split as new Ticket', but I'd like something automated to respond to the user saying "this ticket has already been resolved and closed, please submit a new ticket". What's the best way to achieve this? Thanks, EdHow to Push Zoho Desk time logged to Zoho Projects?
I am on the last leg of my journey of finally automating time tracking, payments, and invoicing for my minutes based contact center company - I just have one final step to solve - I need time logged in zoho desk to add time a project which is associatedCannot access KB within Help Center
Im working with my boss to customize our knowledge base, but for some reason I can see the KB tab, and see the KB categories, but I cannot access the articles within the KB. We have been troubleshooting for weeks, and we have all permissions set up, customersExport to excel stored amounts as text instead of numbers or accounting
Good Afternoon, We have a quarterly billing report that we generate from our Requests. It exports to excel. However if we need to add a formula (something as simple as a sum of the column), it doesn't read the dollar amounts because the export storesNext Page