Adding a New User to Your Payroll Account

Updated: January 2024

What is a User?

A user is a payroll admin who needs access to run pays, manage employee profiles and access reports. By granting User Access, the person will have access to everything in your payroll account, except Direct Debit authorization. 

The Thankyou Payroll system tracks interactions via Usernames. For this reason, it is recommended that every person who has access to a payroll account be set up with their own unique user identity.

*This is a valuable security feature so you will know who performed each task.

Adding a New User to a Payroll Account

If you are a partner who has created a client's account on their behalf, you will need to add the client (whoever needs access - either the business owner or their payroll admin) as a New User so they can manage their payroll.

Follow the steps in this article below.

Any user can add multiple users to an account they have access to.

The following will show you how to add a New User, who is not already a user in Thankyou Payroll.

If you want to add an existing user (e.g. your accountant who already has a Thankyou Payroll User Login) to your account, you need to request this through our Support Team. Go to this article and follow the steps.

Before you start adding a New User, have the following information at hand:

• a username of the person being added,
• a temporary password for them to use when accessing the account (they will update their password when they first log in), and
• the email address to be used for that user.

The email is also a unique identifier of the User. You can only connect an email address to one User. If the user is also an employee the same email may be used in the Employee Settings and for that employee's User status.

*e.g. Sal receives his payslips at accounts@example.com. He is also a payroll admin using the username: SalUser and email accounts@example.com to access the Thankyou Payroll account.

The email address accounts@example.com can not be used for any other user even if they have a different username.

From the Dashboard, go to Settings and select 'Manage Users' from the dropdown menu. This will take you to the Add New User page.

Completing the Setup

1. Enter the username of the person to be given User Access to this account.
2. If this username is available - so not already used by another user in our system - the message above this field will read 'Username available' as in the example.
   1. If the username has been used by another user the 'Active Username warning message' will display below this field:
      
      1. If you are adding a user to this account and the 'Active username warning message' displays, the username already exists in the Thankyou Payroll system.  
      2. If you are adding a new user and you're certain they do not have a Thankyou Payroll User login, you will have to select another username for them. 
         *E.g. If SalPayroll is taken, try Sal(business name) for example SalMuchObliged
      3. Accountants and book keepers often already exist as users as you cannot add an existing user to your account please  Follow the steps set out here to get them added to your payroll account.
         
         
3. Enter a temporary password for the new user. They will be need to update this  when they first log in. Remember passwords are case-sensitive.
   1. You need to advise the new user of this password. Thankyou Payroll do not email or notify the new user they have been added. 
   2. Remember passwords are case-sensitive.
      
      
4. Enter the email address of the user being added. 
5. As you are the authorising person, you have to enter YOUR PASSWORD in this field to authorise this access request. Enter the password you use to log into this payroll account.
6. Click the 'Add User' button and this user will have access to this payroll account.

That is it! You have given access to a new payroll manager

and they will now be able to perform their payroll duties.

Bonus: You are able to track actions back to the appropriate person. As easy as that.