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:

  1. Inviting Users and Managing Access
  2. Invited Employee Setup
  3. Security Roles
  4. Custom Security Roles

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.

  1. Administrator
  2. Payroll Officer
  3. 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.

CategoryItemOwnerAdministratorPayroll OfficerTimesheet Officer
Import Export DataAccess ExportsYesYesYesNo

Intergration JournalsYesYesYesNo

Integration SetupYesYesNoNo

Integration WizardYesYesYesNo

Time sheet ImportYesYesYesYes
OrganisationsAccount DetailsYesYesNoNo

Subscription ManagerYesNoNoNo
PayrollPayroll WizardYesYesYesNo

STP WizardYesYesYesNo
ReportsPayroll ReportsYesYesYesNo

Time sheet ReportsYesYesYesYes
RequestsLeave RequestsYesYesYesYes
SettingsLeave CategoriesYesYesYesNo

Pay PeriodsYesYesYesNo

Payslip CategoriesYesYesYesNo

Public HolidaysYesYesYesNo


Super FundsYesYesYesNo

System SettingsYesYesNoNo

Employees - AddYesYesYesYes

Employees - ModifyYesYesYesNo


Rates SetsYesYesYesNo

Rule SetsYesYesYesNo
Time SheetsEmployee RosterYesYesYesYes

Time SheetsYesYesYesYes

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 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.

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