Payroll users
Adding a new user
If you'd like us to add a new user to your site, we'll need this request in writing.
Email helpdesk@smartly.co.nz. Please include the following details for the new user:
- Name
- Email Address
- Phone Number
- Position
- Access (full access, process only, authorise only or view only)
- Do you want this user to be able to add other users?
Alternatively, you can do this yourself. Follow the below steps to add a new payroll user.
1. Log into your site and go to Company details.
2. Now click on Users on the left hand side.
Note: This option is usually only available for the Main Contact. If you can't see the Users tab and you are the main contact, you should:
- Call the Helpdesk on 0800 10 10 38 if you want to be able to add the user yourself, or
- Email us as above, if you want us to add the user for you.
3. Click Add to add a new user.
4. Now enter in their details, select their user roles and the pay groups they need to have access to.
5. Enter your administrator password that you log into Smartly with and then Save.
6. Select Reset Password. This will send the new user their username and the link to set up a password.
Payroll admin username
A payroll admin username is used to access the Smartly website. What a user can do in the website is dependant on the access you have given them under Company details > Users > User Roles.
A payroll admin username can range from 2 to 10 characters. You can use a mixture of letters and numbers. We encourage you to make it unique.
Once a payroll admin username has been set, it is unable to be changed. You will need to delete the username and create a new one, if you do not like the one which has been set. Please note only master users (main administrators) are able to do this under Company details > Users.
Employee username
An employee username is used to access the Smartly app.
An employee username can range from 2 to 60 characters. You can use a mixture of letters and numbers. You can also set employees up using their email address as the username. We encourage you to make it unique.
If your employee would like a different username, you can change this in Company details > Self service. Employees are unable to change usernames themselves.
For employees who are set up with the ability to approve Leave and/or Timesheets, they would have a toggle option at the top of their app to access the Manager's view. These employees are also able to use their employee username to access the Line Manager's Portal.
Passwords
A payroll admin user or an employee can reset their own passwords if they know their username by going to the Smartly login page, and clicking on Forgot password. They would then follow the steps to set up a new password.
A payroll admin user password should have at least one capital letter, one lower case letter, one number and a maximum of ten characters.
Password settings for the Smartly app has no maximum character restrictions.