How Do I Manage Users And Permissions In The Lightning Payroll Online App?

Lightning Payroll lets the account administrator create non-admin user accounts for the online (web/mobile) app and control exactly what each user can see and do. Go to Settings >> User Management to access these controls.

For desktop app user management, see How Do I Setup And Manage Different Users?

Adding a New User

1. Go to Settings >> User Management and click Add New User.
2. Enter a Username (no spaces or @ symbols, up to 32 characters) and the user's Email address.
3. Under Permitted Companies, select each company the user should be able to access.
4. Click Save. The user is created and emailed a link to set their own password. They must follow that link before they can log in.

Setting Permissions

After selecting a user in the Users table, select a company from the Companies panel. The Permissions panel on the right shows each permission zone with three options:

• Locked — the user cannot access that section.
• Read Only — the user can view but not change data in that section.
• Editable — the user has full access to that section.

Click in the appropriate column for each zone to change the permission. Changes save immediately.

Restricting Which Employees a User Manages

By default, a user can manage rosters, shift syncing, and leave request approvals for all employees in a company. To restrict this to a subset of employees, select the user and company, then click Manage Employees.

In the dialog, turn on Limit this user to the employees selected below? and tick the employees you want this user to manage. Click Save to apply. Note: this setting only affects roster/shift syncing and leave request approval — it does not change which companies or screens the user can otherwise access.

Sync Status

Each user in the table shows a sync status badge:

• Synced — the user has an active online account for your subscription and can log in.
• Blocked — the user is linked to a company whose ABN or NZ IRD number has not been claimed online. Assign the user to a claimed company to bring them online.
• Pending — the user has not yet been pushed to the online app. Click Sync Now to push all pending users.

If users are not appearing or are blocked, check that at least one company has been claimed under Settings >> SuperStream Setup (AU) or the equivalent company setup screen (NZ). Until a company is claimed, no local users can sync online.

To re-run the sync manually and see a diagnostic report, click Sync Now on the User Management page.

Editing or Removing Users

To edit a user's username, email, or permitted companies, click the edit icon next to the user in the Users table, make your changes, and click Save. To remove a user, click the delete icon. Deleting a user does not remove any work they completed; it prevents them from logging in going forward.

Two-Factor Authentication

The Users table also shows the user's Authenticator App Secret Key and includes a button to display the Authenticator App QR Code. Administrators can use this to help a user set up or recover their two-factor authentication app.