User Access and Security : ClockOn Online Knowledge Base

You may have a situation where you would like to grant additional access to your ClockOn system to another employee or third party, you can do this by using the User Security options within the system as detailed below.

This article contains the following items:

Inviting Users and Managing Access
Invited Employee Setup
Security Roles
Custom Security Roles
Department Access

Inviting Users and Managing Access

To grant your employees access to your system, first, open the Additional Settings screen from the Setup menu bar

Next select the User Access option

This screen will show you a list of contacts that you have previously granted access to.

To add another click the + Add User button

Enter the name and email address details of the team member that you would like to invite. You will also need to indicate the Role-based on what you would like them to manage as this will affect their access within the ClockOn system.

Once added, Click Send and Invite

You will be returned to the User list, and the new employee will receive an invite to create an account in the system

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Invited Employee Setup

PLEASE NOTE: The invitations cannot be accepted while logged in as another user, also if you already have a ClockOn user account, you will need to login to accept the new invitation.

Once invited into the system the user will receive an email with a View Invitation link, click on this to proceed.

This will take you to an account verification screen where you can check your details, and create a password

Complete this form and once ready, click Accept button to continue.

Once successful you will see the Invitation Accepted prompt and you can begin using the system.

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Security Roles

When logging into ClockOn as the owner of the account you will have the full level of access to the system. Employees that you invite will need to have an appropriate level assigned to them as per their job requirement

The following 3 security levels are pre-built into the system.

Administrator
Payroll Officer
Timesheet Officer

Below is a grid detailing what The following details the access granted under each security role

PLEASE NOTE: The options within are locked, If you would like to make your own customisable security levels please scroll down past this table.

Category	Item	Owner	Administrator	Payroll Officer	Timesheet Officer
Award Manager	Award Manager	Yes	Yes	Yes	No
Import Export Data	Access Exports	Yes	Yes	Yes	No
	Intergration Journals	Yes	Yes	Yes	No
	Integration Setup	Yes	Yes	No	No
	Integration Wizard	Yes	Yes	Yes	No
	Time sheet Import	Yes	Yes	Yes	Yes
Organisations	Account Details	Yes	Yes	No	No
	Subscription Manager	Yes	No	No	No
Payroll	Payroll Wizard	Yes	Yes	Yes	No
	STP Wizard	Yes	Yes	Yes	No
Reports	Payroll Reports	Yes	Yes	Yes	No
	Time sheet Reports	Yes	Yes	Yes	Yes
Requests	Leave Requests	Yes	Yes	Yes	Yes
Settings	Employee Groups			No	No
	Leave Categories	Yes	Yes	Yes	No
	Pay Periods	Yes	Yes	Yes	No
	Payslip Categories	Yes	Yes	Yes	No
	Public Holidays	Yes	Yes	Yes	No
	Qualifications			No	No
	Security	Yes	Yes	No	No
	Super Funds	Yes	Yes	Yes	No
	System Settings	Yes	Yes	No	No
Setup	Allowances	Yes	Yes	Yes
	Employees - Add	Yes	Yes	Yes	Yes
	Employees - Modify	Yes	Yes	Yes	No
	Locations	Yes	Yes	Yes	No
	Rates Sets	Yes	Yes	Yes	No
	Rule Sets	Yes	Yes	Yes	No
Time Sheets	Employee Roster	Yes	Yes	Yes	Yes
	Roster Cost	Yes	Yes	Yes	No
	Time Sheets	Yes	Yes	Yes	Yes

Please note that if a user tries to access an area that they are do not have access to, they will recieve the following prompt. If you wish to extend their access please see the User Access screen as mentioned earlier.

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Custom Security Roles

ClockOn allows you to create your own custom levels of security in the system that can be linked to the users that you have invited into your system.

To do this open the User Access screen as previously detailed and click the Roles button

Next, click + Add Role

You will now see a screen that allows you to name and customise the access that you would like to grant based on the employee's level of access to the system.

The left side indicates the parent category for the options, while the right indicates the options under this set.

If you would like to enable the full set of available options tick the category, you can tick the checkbox.

If there are some items within a category that are not selected, the category will be denoted with a box. This is to indicate that the employees that are on this level have limited access to these features.

INFO: In order to remove a custom security role you will first need to ensure that there are no users are linked to the role.

Department Access

Also available is the ability to selectively restrict access to employees under locations and departments to the users attached to the custom user role. This feature is available within the "Locations" Tab.

Note: The above feature is disabled on the three default security roles, a custom security role is required.

To enable this adjust the "Apply Location/Department access" to "Yes". After doing this you can selectively tick on entire locations, or selectively set the departments within the locations.

Useful Tip: If the security is ticked on at the location level, the users attached to this location will also be able to see any new departments added in the future for this site without the need for adjustments to these settings.

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