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New Feature: Employee Management Portal

Posted on March 15, 2013

In our previous two blog posts, we talked about timesheets – how to submit them, how to approve them and how to import them into a pay run. In this posting, we’ll introduce the new Employee Management portal.

A common scenario for many businesses though, is that the team that processes the payroll is not the same team that should be approving leave requests or approving timesheets.

These non-payroll people need a facility to approve leave requests/timesheets without having unrestricted access to the payroll system. Additionally, these people approving leave requests/timesheets are often employees themselves.

To address this requirement, KeyPay has introduced a new access level of ‘Employee Manager’ and a new Employee management portal to accompany it.

Employee Groups

In order to allow users to approve leave requests/timesheets for a set of employees, we first need to define that set of employees.

We’ve defined a new concept here called ‘Employee Groups’. This allows you to define a set of employees (either by selecting employees explicitly or by specifying a criteria such as ‘all employees within a particular location’ , ‘all casual employees’ and/or a combination of criteria).

One of the interesting properties of employee groups is that they are dynamic. When a new employee is added that matches the criteria, they are automatically added to the group.  This reduces the configuration overhead required when setting up new employees.

To begin setting up employee groups, there is a new menu item in the business settings section.


As an example, lets say that manager ‘Ron Burgundy’ is in charge of the employees in the call centre and accounts departments. Let’s define a group that contains those employees.


This group is dynamic, as discussed earlier; For the group that I have defined above, when I add a new employee to the Call centre, they will be automatically added to our employee group.

When you change the criteria, the UI is updated, indicating the number of employees that match this criteria


Employee groups allow more advanced criteria as well. For example lets say that Ron is only in charge of the casual staff in the call centre and accounts departments.


Management Access

Once an employee group is defined, users can be associated with it. Click on the ‘KeyPay Access’ link to assign users access to this group


Employee management access can be granted to an existing user (for example a user that has employee self-service access) or to an entirely new user.


It’s entirely possible for a user to have access to multiple groups with different permissions for those groups.

Employee Management Portal

When the user logs in, they will have access to a new item in their navigation bar


This will take them to the Employee management portal where they can use any of the functions that they were given permission for above.


In this area, Ron could approve timesheets and leave requests for all of the employees in the call centre and accounts departments.


In this blog post, we have explained how to create employee groups and how to grant users management access to those employees.

Enabling managers / team leaders to manage leave requests and timesheets takes a lot of the burden off the payroll team and allows the business (and payroll system) to scale up accordingly.

We’re assessing uses of the employee group concept in other areas of the application, for example in reporting. Stay tuned for more information on that.

We’re looking forward to seeing how users take advantage of these new features. As always, if you have any suggestions, something you think we might have missed, or even any questions, please leave them the comments section below or contact us through any other channel.

Timesheets have arrived! Part 2