Administrator Role
Understand and manage your employees and contractors. Explore Admin role in HR and provide special permissions in RazorpayX Payroll.
People in an organization, primarily the employees and the contractors, are the company's most valuable asset. It is important to honour their needs and requirements.
Payroll ensures efficiency in your people management processes and streamlines how you manage people operations in your company.
Handy Tips
All the people added to RazorpayX Payroll as an employee by default.
Employees and contractors are different fundamentally, structurally and legally. Due to this, their employment and compensation processes are different too.
Misclassification of employment can severely damage the working experience and work environment. The following section lists down the key differences between an employee and a contractor.
You can convert your contractors to employees and vice versa. To change employee classification:
-
Log in to the
. -
Go to People → particular employee's profile.
-
Click EDIT against Basic Information.
-
Under Type of Employee, change the classification.
You can customise your employees' IDs (and contractor IDs) completely, or customise the existing identification options available in Payroll. To customise IDs:
-
Log in to the
. -
Navigate to ADMIN OPTIONS → Settings → Employee Data → EDIT.
-
Select the Completely custom IDs checkbox to enable custom IDs.
You can clear the check box to use non-custom IDs, add organisation prefixes and choose different series for employees and contractors.
Custom IDs are free-to-enter IDs for your employees/contractors as a combination of letters and numbers. In a custom ID setup, Payroll does not auto-generate a series of IDs when you add an employee.
When you maintain non-custom IDs, Payroll auto-generates employee/contractor IDs using an internal counter and assigns it to new employees. The IDs are numeric. You can only modify the organisation prefix.
In this setup, you can:
- Add a default prefix to your employee IDs. For example,
ABC. - Maintain different internal counters for employees and contractors.
- Opt for a different prefix for employees and contractors.
- Decide the length of the ID. For example, if the default length is 6, the employee ID, including the prefix and the numbers, is 6.
Watch Out!
We recommend you do not change the employee ID setup after adding employees.
- Add a default prefix to your employee IDs. For example,
-
Click CONTINUE to save the changes.
When you someone to your organisation's payroll as an employee or a contractor, Payroll sends them a
. This allows the employees to access the Employee Dashboard on Payroll.On the Payroll Dashboard, 2FA is enabled by default for all
except employees. You can enable two-factor authentication (2FA) for your employees and enhance access security.Two-factor authentication (2FA) is an enhanced security process where access to your organisation's Payroll Dashboard is validated at two levels:
- Authorisation: During sign in using email id and password.
- Authentication: After sign in, using OTP. The two authentication modes ensure unauthorised members do not access the Payroll Dashboard.
2FA provides an additional level of security where it prevents unauthorised access to your Payroll account, stops financial and sensitive data compromises and mitigates other risks.
- When you authenticating via email/SMS/authenticator app-OTP, you verify your identity as configured by your organisation.
- 2FA is possible using OTPs/passwords sent to your email ids or phone numbers, or via a third-party authenticator app such as Google or Microsoft Authenticator.
To enable 2FA for employees:
- Log in to the .
- Navigate to ADMIN OPTIONS → Settings. Click EDIT against Two Factor Authentication at the bottom.
- Select the check box for Enable Two Factor Authentication for employees.
- Click CONTINUE.
This enables 2FA for all employees. To disable 2FA, clear the check box for Enable Two Factor Authentication for employees.
Handy Tips
Your employees can choose their preferred mode of authentication.
You can perform the following actions to resolve employees' login issues, if any.
If your employees report
from Payroll, the following could be the reasons:-
Typos in the email address entered/provided:
In such cases, please check the email address entered. You can ask the employee/s to confirm and update their email address. -
Email marked as spam:
The email provider may be blocking emails from Payroll as spam.- Advise your employees to check their spam folders.
- The organisation administrators can also re-trigger a welcome email from the employee's profile page.
- Employee can also visit the → click Forgot password? to send themselves a password reset email.
If none of these work,
. We will share the password reset link with you directly.Watch Out!
Ensure that you contact us through your registered email address or use your organisation's administrator's email address.
In some cases, your employees may report not receiving the OTP at their registered email address due the employee's email id being invalid.
To resolve this, change the employee's registered email id.
-
Log in to the
. -
Navigate to People in the left menu.
-
Select and open the employee's profile. Click EDIT against Basic Information.
-
On the Edit page, change your employee's email id in the Email text box.
-
Click CONTINUE.
This resends the onboarding email to the employee post which they can log in to the Payroll Dashboard.
if you face further issues.You can control your employee/contactor's access to the Dashboard. Disabling login is useful if there are concerns about unauthorized access or when an employee avails sabbaticals during which they may not access the Dashboard.
To disable login:
- Log in to the .
- Navigate to People from the left menu.
- In the employee/contractor list, click on the employee's profile whose Dashboard access you must temporarily restrict.
- Click DISABLE LOGIN.
You have successfully disabled access for that particular employee.
You can download documents such as payslips, reimbursement proofs, investment submission proofs, and employee documents in bulk as a ZIP file from the Payroll Dashboard.
-
Log in to the
. -
Navigate to ADMIN OPTIONS → Reports.
-
Click the specific report to view and verify the details.
-
On the specific Reports page, select the relevant option to download/export the report.
- For some reports, you can select the date range.
- You can also email it to your registered email address.
For example, Tax Deductions report is available to download CSV file. Click Export at the top-right corner and select format and mode in the Download Tax Deductions Report pop-up modal.
Watch Out!
Not all reports are available to download as a CSV.
Was this page helpful?