For PSPs, handling multiple greytHR accounts increases operational complexity and data security risks. They also face challenges maintaining service continuity or staff availability during critical payroll processing periods.

greytHR Pro is a tool that allows the Payroll Service Providers (PSPs), to securely access and manage multiple client greytHR accounts. It allows the PSP admins to regulate team member access and oversee employee interactions within these client accounts. This enhances productivity and ensures data security when managing client information.

Note: Reach out to our support team and raise a request to access greytHR Pro.

Parties involved in greytHR Pro

greytHR’s internal team: greytHR’s Implementation team enables the PSPs to access the greytHR Pro account.
PSP: Payroll Service Providers can securely log in to multiple greytHR accounts of clients.
PSPs team members: PSPs can grant access to their team members to log in to clients' greytHR accounts.

Benefits

The system enables accessing greytHR accounts of clients seamlessly through Single Sign-On (SSO), ensuring efficient account management.
greytHR Pro allows creating and managing team members, assigning clients to them, and transferring clients between team members as needed.
Users can easily monitor payroll processing status and stay informed about monthly due dates for streamlined payroll management.
It also provides comprehensive features like viewing activity logs, support ticket tracking, and accessing news and alerts from greytHR regarding product updates and regulatory changes.

You can view the following tabs in the greytHR Pro account:

Dashboard: Provides a comprehensive payroll and client health overview of the greytHR accounts through individual cards such as Client Payroll Overview, Client Health, Client Trend, and Client list.
Teams: Monitor team insights, and add and manage users of the greytHR Pro account.
Clients: Manage and directly log in to clients' greytHR accounts.
Roles: Synchronize greytHR roles across multiple greytHR accounts.
Help Desk: View and track clients’ employee ticket information.
News and Alerts: Access news and alerts regarding greytHR products and compliance updates.

You can perform the following actions on the greytHR Pro account:

Assign team members access to greytHR Pro account.
Assign clients to team members.
Move the clients.
Log in to customers'/clients' greytHR accounts.
Assign new team members to clients.
Map greytHR Pro roles to greytHR roles.
Synchronize greytHR roles with client accounts.
Set up a pay policy.
Schedule payroll calendar using Payroll Scheduler.

Assign access to greytHR Pro account

The greytHR’s Implementation team assigns the PSPs access to the greytHR Pro account. Later, the PSPs can invite other admins to access the account.

To assign access to the greytHR Pro account, perform the following actions:

From the greytHR Pro account, navigate to Teams. The Teams page opens.
Select the Manage Team tab.
Click + Add New User. The + Add New User page opens.
Under the Basic Info section, in the First Name text box, enter the first name of the required PSP customer.
In the Last Name text box, enter the last name of the required PSP customer.
In the Email text box, enter the email address.
From the Role dropdown list, select the required role.
From the Manager dropdown list, select the required manager’s name.
Click Invite to assign the PSPs access to the greytHR Pro account.
Note:
1. A welcome email is sent to the PSP to further access the greytHR Pro account.
2. You can view the invite status in the Status column as Pending/Active/Link Expired.
3. The Invite link in the welcome mail is active only for 72 hours.
4. You can view/edit/disable the user information by clicking the Edit user information/View user details/Disable user icons.
5. The Insights tab displays team insights through individual cards such as Productivity Metrics, Payslips processed, Quality of Service, and Aging of tickets.

Assign clients to team members

To assign clients to team members, perform the following actions:

From the greytHR Pro account, navigate to Teams. The Teams page opens.
Click the Manage Team tab. A list of team members appears.
Select the required team member and click the View user details icon available on the selected team member’s row.
Click Assign New. The Assign New Client to pop-up appears.
From the Select Client dropdown list, select the required client.
Click Next.
From the Select greytHR role dropdown list, select the required role.
Enable/Disable the Assign to client permanently should button if you want to permanently assign the team member to the selected client.
From the dropdown calendar select the required time range.
Click Assign. The Assign Confirmation pop-up appears.
Click Yes, Proceed to assign the client for that particular user/team member. A success message appears.

Move the clients

You can move clients from a different user/team as per your requirements. To move the clients, perform the following actions:

From the greytHR Pro account, navigate to Teams. The Teams page opens.
Click the Manage Team tab. A list of team members appears.
Select the required team member and click the View user details icon available on the selected team member’s row.
Click Move Clients. The Move client pop-up appears.
In the Search search box, enter the name of the user whose clients you want to move. A list of clients assigned to the selected user appears.
Select the clients that you want to move using the checkbox.
Click Move. The Move Confirmation pop-up appears.
Click Yes, Proceed to move clients of user/team members to the selected user. A success message appears.

Log in to customers'/clients' greytHR accounts

As an admin, you can log in to all the customers' accounts. However, the associates can log in to only clients' accounts that are assigned to them. The PSPs can directly access customers'/clients' greytHR accounts through Single Sign-On (SSO).

To directly log in to the customers'/clients' greytHR accounts via greytHR Pro, perform the following actions:

From the greytHR Pro account, navigate to Clients. The Clients page opens.
Select the client whose account you want to log in and click the →] Login button available on the selected client’s row to directly log in to the customers'/clients' greytHR account through Single Sign-On (SSO).

Note: As a PSP, you can also directly click the client account to view the client details, Dashboard, Manage Assignee, and Activity Log tabs.

Assign new team members to clients

Only the PSP admins and the team members assigned the role of an Admin can assign new team members to clients.

To assign new team members to clients, perform the following actions:

From the greytHR Pro account, navigate to Clients. The Clients page opens.
Select and click the client to whom you want to assign a new team member. The Client Details page opens.
Click the Manage Assignee tab.
Click the + icon available on the card. The Assign new team member to client pop-up appears.
From the User dropdown list, select the required user.
Select the Enable User Primary SPOC checkbox if you want to make the new user as a primary SPOC for the client.
From the Select greytHR role dropdown list, select the required role.
Select the Assign to client permanently button if you want to assign the new user permanently to the client.
From the Access Date Range dropdown calendar, select the required date range.
Click Assign to assign a new team member to the selected client. A success message appears and the card displays all the selected details.

Note: You can also edit and revoke access by clicking the Edit and Revoke Access icons.

Map greytHR Pro roles to greytHR roles

You can map default greytHR roles to various greytHR Pro roles, which apply to all clients. This default mapping is effective until you assign clients to users. After you assign clients, the specific greytHR roles you assign to users override the default mapping.

To map the greytHR Pro roles to greytHR roles, perform the following actions:

From the greytHR Pro account, click the Settings icon. The Settings page opens.
Under Map Roles to greytHR, select the required greytHR Pro Role and click the Edit icon available on the selected role row.
In the greytHR Role column, from the selected greytHR Role dropdown list, select the required role.
Click ✔ to map the greytHR Pro role to the greytHR role. A success message appears.

Synchronize greytHR roles with client accounts

The greytHR PRO's Role sync feature enables PSP admins to seamlessly synchronize required roles and permissions across selected or all client accounts with greytHR roles. This eliminates errors and saves time.

To synchronize greytHR roles with client accounts, perform the following actions:

From the greytHR Pro account, navigate to Roles. The Roles page opens.
From the Select source account dropdown list, select the required role that you want to sync.
Click Next.
Under Roles, using the checkbox select the required role.
Click Next.
Select the destination accounts to which you want to sync the role.
Click Synchronize.

Note: You can click View sync history to view the completed and failed history of all the synchronized roles.

Set up a pay policy

It is important for you as PSPs to set up a pay policy to configure details for each of your clients such as frequency of the payroll process, day of payment, off-days, and start day in case of weekly and biweekly.

To set up a pay policy, perform the following actions:

From the greytHR Pro account, navigate to Clients > Manage Clients. The Clients page opens.
Select and click the required Client account. The Client Details page opens.
Click the Pay Policy tab. The tab expands.
From the Pay Frequency dropdown list, select the required option.
From the Select your off days options, select the off days during which salary will not be disbursed and milestones will not be set.
From the Select your payday dropdown list, select the day of salary disbursement.
Click Submit to set up a pay policy. A success message appears.

Schedule payroll calendar using Payroll Scheduler

The Payroll Scheduler allows you to set a payroll schedule for each client based on the agreed-upon SLAs (Service Level Agreements). This schedule will continue weekly or monthly, depending on the pay policy, until a new SLA is signed. Before scheduling payroll, you must compulsorily configure the Pay Policy. The Payroll Scheduler schedules the payroll activities as per the selections made in the pay policy.

Scheduling a payroll calendar includes the following steps:

Identifying the various tasks required for each payroll cycle and designating these tasks as Milestones.
Determining the cutoff date for each milestone.
Appointing an Owner for each milestone.

To set a payroll schedule, perform the following actions:

From the greytHR Pro account, navigate to Clients > Payroll Scheduler. The Payroll Calendar page opens.
Select the required client account row and click Schedule available on the row. The Select Template pop-up appears.
Select Start from blank or any other existing template as per your requirements. The Payroll Calendar page opens.
Under the Details column, click the Milestones + icon to select a milestone. The milestone displays options as per your selection. For example: Salary Disbursement.
Note:
You can customize your milestones as per your requirements.
You can move your milestones before or after the Salary Disbursement milestone depending on when you want to schedule it.
You can also select the number of days before or after Salary Disbursement which you would like to schedule each milestone.
In the Select your payment schedule(T) dropdown list, your input for payday in Pay Policy will be automatically reflected.
From the Owner dropdown list, select PSP/Client as per your selected milestone.
Note: You can preview the changes made to the milestones in the Calendar displayed on the page.
Click Save.
The Name Template pop-up appears.
In the Template Name text box, enter the template’s name.
Click Confirm.
Click Save. You will be redirected to the Payroll Calendar page

Note:

The Status for the client shows as Pending.
Click the Download icon to display and get approval of the drafted payroll scheduler or calendar from the client.
Click Mark as complete if approved by the client. The Status changes to Signed off.
You can click the Edit icon available on the client row to make any updates.
Navigate to the Settings icon > Templates to create or use an existing template for the Payroll Scheduler.

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