Employee access
You can enable employees to have access to the Smartly app and their Personal hub on the website.
Smartly app allows them to:
- see how many days until payday,
- see their payslips,
- submit leave requests, and
- submit timesheets.
Personal hub allows them to:
- see tasks they have been assgined,
- see payslips,
- see files that have been shared with them,
- edit their personal, employment, bank and tax information, and
- upload their own files, e.g. A renewed first aid certificate.
Employees who you have nominated to be managers will have the following additional access:
- ability to approve, edit or decline their reports' leave and/or timesheets on the Smartly app, and
- access to Work hub. Check out our Work hub guide for more information.
To enable employee access, please:
1. Go to Settings, Employee permissions.
2. Work through the Manage employee access, Set permissions and Assign approvers and managers tabs as outlined below.
Manage employee access
To enable an employee for employee access, simply tick the check box next to their name.
The system will automatically add their email address as their username (if their username has not already been set). If you want to change the username, delete the default username and enter a new one.
Note: Employees who have used the Smartly app before with their email address as their username (e.g. When they worked for a different company) would need to be assigned a new username.
Tip: To see which employees haven’t been enabled for employee access, click on the Enable employee access column sort arrows.
If you are the master user, you will also see an Admin access button in the last column. Check out our help article if you would like to give admin access to an employee.
Set permissions
Once enabled you can set permissions for your employees by selecting the Set Permissions tab. All employees enabled for employee access will have the Apply for leave permission ticked on automatically.
You can easily set permissions for your employees by selecting the check boxes next to their name. Choose which employees you’d like to be able to apply for leave, enter timesheets, approve leave, approve timesheets, have basic manager access, and/or advanced manager access.
If you’d like to update more than one employee at once, tick the check boxes on the far left for the employees you want to edit. Once you’ve selected the employees, click on the Edit (number) employee button above the employee list and a pop-up will appear. Here you can select the permissions you want to give the selected employees. Once done click Confirm.
Tip: You can easily search an employee by typing their name in the search field located to the right of your screen. Or, you can sort by name or department by clicking the sort arrow next to each column.
Assigning approvers and managers
Once you’ve set the permissions for your team, you can click on the Assign Approvers and managers tab.
Here you can use the dropdown lists to select the leave approver, timesheet approver and manager for each employee. The leave and timesheet approver lists will only contain the employees you have set as leave/timesheet approvers on the Set permissions tab. The manager list contains all your employees.
You can set approvers one-by-one, or in bulk.
To set approvers in bulk, select a group of employees, then click on the Edit (number) employees button. Once completed, click Confirm.
The leave approver, timesheet approver and manager can be the same person, or different people.
Scenario: On some occasions, a manager who approves leave and timesheets may take an extended break.
If you need to update the approver for a whole team all at once, you can sort the Leave Approver column, and see every employee that person is the approver for. Simply select these employees and update the approver in bulk by clicking the Edit (number) employees button. Click Save once done.
You can repeat the above process for the Timesheet approver.
Note: Employees cannot be set as their own leave or timesheet approver.
Send a password link
If this is the first time your employees are being enabled for employee access, you'll need to send them a password reset email once you’ve enabled them.
If you enable a new employee at a later stage, or an employee has asked you for a password reset link, you can follow the same steps below:
1. Click on Set passwords and tick the relevant employees.
2. Once selected, click Send. This will automatically send out a password reset email to your employees.
Note: You will need to let their employees know their username. To make it simple, we recommend using their email address for their username.