Do you want to create a user with the role “Employee” as an employer or payroll specialist (PRS)?
Learn about the two available options for creating an employee user and granting your employees access to their employee-related documents.
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One option is to create the Employee role via the Company settings.
The employee must, however, already exist in your company, as the existing employee record will be linked to the role and user access.
Navigate via the headline menu to Company, then select Settings and User.
A list of all existing roles is displayed.
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Click the Add button in the top right corner.
A new input form opens, allowing you to add the user.
The Employee role is prefilled. When you select the relevant employee from the drop-down list, the email address stored in the employee record (if available) is prefilled.
The email address can be edited during creation if required. Complete the process by clicking Save.
Notice
After the initial save, the email address can no longer be edited. If the employee’s email address changes later, please contact our support team.
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The new user with the Employee role now appears in the list and is linked to the existing employee record. An email is sent to the user to activate their Paychex Plus account.
After successful activation, employees can log in to Paychex Plus and view and download their assigned employee-related documents.
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The second option for creating the Employee role is available in the employee area.
You can do this either:
- Directly when creating the employee, or
- For existing employees via the employee list.
To create a new employee, navigate via the headline menu to Employees.
In the employee overview, click the Add button in the top right corner.
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In the dialog window, select Add manually. A new input form opens
The employing establishment and personnel number are prefilled but can be edited if required.
Complete the remaining fields as required.
Enable the Create user toggle. An additional field, Email, is displayed. Enter the email address and click Save.
The user is notified by email.
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If employees already exist, you can select them directly from the employee list.
You can use multi-select checkboxes next to the names to select multiple employees at once.
The Assign user button replaces the search and filter options.
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Clicking Assign user opens a new view where you can see the invitation status for the selected employees and whether a user invitation can be sent.
For example, an invitation cannot be sent if:
- The employee has already been invited, or
- No email address is stored for the employee.
Click Send invitation to send invitations to the eligible employees.
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The employee receives an email to activate their Paychex Payroll account.
After successful registration, the employee can log in and access a dashboard displaying a list of assigned documents, which can be viewed and downloaded.
Notice
The employee view will be further enhanced and expanded in the future to provide additional functionality.