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!
Topic Participants
Archana
Recent Topics
API Support for Creating Invoices with Batch-Tracked Items
Hi Zoho Community, I am working on an integration where we create invoices in ERPNext and push them to Zoho Books. I need to send batch-tracked items (batch numbers) when creating invoices. I could not find any reference in the Zoho Books API documentation.javax.mail.authenticationfailedexception 535 authentication failed
Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, RekhaPhantom Opening Balance
While experimenting w/ creating a composite item, Zoho added funds to Petty Cash and added Bank Account equal to previous day's balance. I'm unable to undo the adding of funds. Attaching screenshots of both bank account and petty cash transactions.Importing customer comments and multiple shipto addresses
I am evaluating Zoho Books and have most of my data imported with two exceptions: (1) Import customer comments - in my current system I have several comments of different types, and I need to bring these into Zoho. Preferably Books customer records, butDetailed Account Reports - Add Running Balance
When one clicks into an account from a report (say P/L or Balance Sheet), the default reports have the Debit, Credit, and then the Amount. The Amount column (last one) is duplicate information. It would be far better and fit more peoples' use cases ifHow to Billed from two different GST Numbers
How to Billed from two different GST Numbers. Suppose ABC & Co had GST registration in Delhi and Haryana and Zoho account is created with Delhi GST Registration number. Now i also want to issue invoice from Haryana GST Registration number. How can i proceed ?Payment system for donations management
I manage an organization where we receive donations from payers. Hence, there is no need to first create invoices and then create payments received against the invoices. What are the recommended best practices to do this in ZohoBooks?Zoho IP blocked by SpamHaus
ERROR CODE :550 - 5.7.0 Your server IP address is in the SpamHaus SBL-XBL database, byeIMAP Communication Problems - IMAP Down Again
We are experiencing the same problems over the last week or so that were supposedly 'solved' according to this thread. Zoho Imap Down Again This is affecting attempts to use IMAP on multiple ISPs and users so is definitely narrowed down to Zoho problems.Can't login to Zoho mail
I'm logged into Zoho but when I try to go in zoho mail I get: Invalid request! The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try again. I just set up my mx records and stuff with namecheap a fewHotmail is STILL blocking the zoho mail IP
Greetings, as I already mentioned in my last message, my Zoho IP has been blocked by Hotmail for more than 15 days. Although someone said that the issue was "solved," it still isn't, and this amount of time seems neither normal for a "serious" company,Keyboard shortcut M key
I'm trying to customize my keyboard shortcuts and assign the "m" key. But it says the key is already assigned. I've looked through all my shortcuts and can't see any assigned "m". When I select an email and press the M key, nothing happens. What is theManage customer access across multi-brand help centers
Hello everyone! Managing customer's access across multiple brands has been streamlined with the ability to invite, reinvite, approve, reject, and deactivate contacts individually for each help center brand . This enhancement gives administrators preciseWhite Label certificate
Hi all, About 72 hours ago, we fulfilled all steps for white labeling (CNAME to point to mail.cs.zohohost.eu), but since then the configuration page is now stuck at "generating certificate" since 3 days. When I execute an NSLOOKUP mail.webfoundry.be itUnusual activity detected from this IP. Please try again after some time
When i try to create new addresses on my account i am getting this error, it has been 24 hours now and i am still getting this error can anyone helpHow to add a new domain in my account?
Probably zoho has the worst UI in the market. Cannot add a new domain to manage a new email address.Ability for admin to access or make changes in zoho form without asking for ownership
Currently in zoho form only form owner can make the changes in the form and if someone else has to make changes then we have to transfer the ownership to them and even admin also cant access it . So i think admin must have the ability or option to accessReport sorting not working
I make extensive use of Summary reports and Pivot Tables. Most of these reports are structured such that I have several columns of "information" data that I want displayed, followed by one or more "Data" summarizations. For example, I have the followingNew Enhancements in Wizards
Dear All, Wizards help you break a long form into a series of smaller forms on different screens, making it less overwhelming. We are thrilled to introduce a couple of enhancements to wizards in Zoho CRM: Enhancements for conditional rules in WizardsMicrosoft Teams now available as an online meeting provider
Hello everyone, We're pleased to announce that Zoho CRM now supports Microsoft Teams as an online meeting provider—alongside the other providers already available. Admins can enable Microsoft Teams directly from the Preferences tab under the MeetingsFind and Merge Duplicates to trigger webhook
My sales team uses the Find and Merge Duplicates feature often to cleanup records in the CRM. We use webhooks to signal to our internal tools database when new Contacts are created, updated, or deleted, in order to keep our DB in sync with Zoho CRM. However,Charting the 2025 Voyage: Zoho Invoice's Year in Review
2025 has been a year of progress, productivity, and purposeful growth for Zoho Invoice. From expanding into new regions to refining everyday workflows, each update was designed to help businesses stay compliant, get paid faster, and work with confidence.How to Hide System-DefinedTemplates in Service Report
Is there any option available to hide system-defined templates? these templates are causing confusion for field users.WhatsApp Report in Bigin CRM
Reporting feature for Bigin CRM’s integrated WhatsApp that provides insights such as: Number of WhatsApp conversations closed Number of messages sent and received Number of conversations replied to Response and closure metrics for WhatsApp chats MoreIssue with Azure DevOps Integration in Zoho Flow
Hello, All workflows between Zoho Flow and Azure DevOps have stopped working for several days now. Upon further investigation, it seems that the connection to Azure DevOps is no longer directly supported. Indeed, Microsoft has deprecated the Azure DevOpsNarrative 16: Simplify with workflows
Behind the scenes of a successful ticketing system: BTS Series Narrative 16: Simplify with workflows What is a workflow? A workflow organizes business tasks in a defined sequence that makes each step clear to all participants. This ensures work is completedZoho Invoice Customer Login Portal
Are there any plans for a customer portal to Zoho Invoice, ala Freshbooks? I would like customers that I invoice to be able to login to review invoices and invoice history. I have not switched from Freshbooks for this very reason.Random Leads are being created
Hi, Every few days I am getting random leads that are being created with no form interactions at all. The email addresses are from obvious spam, such as 'Easymerchantsx'. When I look at the timeline, there is a Visit record and then a Lead Created record,Print a price list or price book
Hi Community. Am I right in concluding that Zoho has no functionality to print a price list from either Zoho CRM, Zoho Inventory or Zoho Books? I won't get stuck on the fact that Zoho doesn't sync price books between Zoho CRM and Books/Inventory (moreBar Chart -- sort X-axis
Hi! I created a bar chart ("Top 10 Products by Revenue") X-axis: Product Name Y-axis: Revenue Filter: Revenue - Top 10 Here's a picture: http://screencast.com/t/ZTJlZTdkNz The x-axis is sorted alphabetically by Product Name. How can I force it to sort numerically by Revenue?ZoHo Flow Custom Function not Processing JSON
JSON is being escaped and converting all the quotes in the JSON to '"' Here's the Code: void InsertRowInE123EligibitySheet(map input) { rawData = get("data",""); decodedData = rawData.htmlDecode(); data = decodedData.toMap(); sheet_id = "ID GOESManaging functions
Can someone let me know if there are any plans to improve the features for managing functions in CRM? I have lots of functions and finding them is hard. The search only works on the function name and the filter only works on function type. I have createdZoho FSM - Service Appointment Trouble Adding Field Agent
Hello, I just started using Zoho FSM and I'm currently adding older work orders from prior Field Service application I use. The work order that im trying to add is from an earlier date, and when I try to add a field agent to a service appointment it doesShifts in Zoho People vs Zoho Shifts?
Hello Zoho People Team, We hope you are doing well. We are evaluating the Shifts functionality within Zoho People and comparing it to the standalone Zoho Shifts product. We’ve encountered comments and discussions suggesting that the Shifts feature inside年内最後のユーザー向けイベント：5名限定！ 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ (12/18)
ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 12月開催のZoho ワークアウトについてお知らせします。 今回はZoomにて、オンライン開催します。 参加登録はこちら（無料） https://us02web.zoom.us/meeting/register/QHn6kJAcRs-znJ1l5jk0ww ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目的とした「Zoho ワークアウト」を開催します。How do I get my account id?
Hello, I followed the instructions to get a list of accounts of the currently authenticated user (which is me, and I am logged in). But when I follow the below instructions I get the following error: ERROR: {"data":{"errorCode":"INVALID_TICKET","moreInfo":"Invalid ticket"},"status":{"code":400,"description":"Invalid Input"}} Instructions that I am following: GET - User account details Purpose The API retrieves the list of accounts of the currently authenticated user. Request URL http://mail.zoho.com/api/accountsThis domain is not allowed to add. Please contact support-as@zohocorp.com for further details
I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is theZoho Quartz Screen Recording
Hello, can we get access to Quartz, please, as a standalone solution? It would be great for creating training videos for current and future staff on how to use Zoho software according to our company requirements. Thank youauto close automated alert tickets which are similar
Hello ZOHO Community, we are using ZOHO Desk to process automated monitoring alerts. Scenario: Our monitoring system creates a ticket when a threshold is exceeded, e.g. Subject: Computer 1 – CPU usage 100% – Error A few minutes later, once the issue resolvesMaintain knowledge base integrity by moderating article comments
Hello everyone, A knowledge base provides a self-service platform where customers can refer to articles, user manuals, and other resources to learn about the company's products or services and troubleshoot problems. Often, readers leave a comment on theNext Page