Defining Users

You can define user access to clients and system features on the Users form. Also, you can copy or delete existing user accounts, view a user's login history, and set other information on this form.

Note: Service providers whose user role provides access to the Users form can also access this form by selecting the User Record option on the Actions menu in the Employee Details form.

PrismHR users are one of the following types:

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Service Provider: PEO employee or other user at your organization.

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Worksite Manager: Manager for a client.

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Worksite Employee: Employee for a client.

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Worksite Trusted Advisor: User who works for one or more clients, and is not necessarily an employee.

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I-9 Approver: User that secures who can approve I-9 Section 2.

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Pay Card Account Approver: User that secures who can enter Pay Card account numbers.

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Employee Manager (Leave Request only): User who has access to direct employees listed in the Reports To field on the employee record.

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PTO Administrator: User who has access to the full list of Planned Time Off Requests.

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Worksite Manager Proxy: User who can proxy into the system as a worksite manager or worksite trusted advisor by selecting the Worksite Manager Proxy option on the Actions menu. (See Defining the Worksite Manager/Trusted Advisor Proxy Role for Service Providers.)

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Employee Portal Proxy: Provides user with read-only access to employees' Employee Portal records by selecting Employee Portal Proxy in the Account Management Roles panel (service providers only). (Note: The system bypasses any field-level security when using this role.)

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Enrollment Proxy: User who can act as an employee and execute the employee's enrollment selections (Benefits Enrollment only).

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Onboarding Proxy: Provides user with read-only access to employees' full onboarding workflows by selecting Onboarding Proxy in the Account Management Roles panel (service providers only) or in the Human Resource Roles panel (worksite managers/worksite trusted advisors only). (Note: The system bypasses any field-level security when using this role.)

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Benefits Approver: User who can approve benefits-related actions for clients assigned in Data Security (Benefits Enrollment only).

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Client Manager: User who can receive notifications (make this assignment in the Notifications Recipients form).

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Direct Deposit Approver: User who can approve direct deposit updates stored in the employee details record.

Note: You can only assign this role to service providers.

To do this

Perform these steps

Create a user

See Creating a New User

Copy a user

See Copying a User

Edit a user

After entering a user's basic information, your next steps depend on the type of user you need to create.

Click a link below to read the topic that covers the relevant user type, and then proceed to step 3 within those topics:

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Editing a Service Provider User

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Editing a Worksite Manager User

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Editing a Worksite Trusted Advisor

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Editing a Worksite Employee User

Delete a user

See Deleting a User

Record commission details

Service providers who are set up with the Sales Representative role in the Account Management Roles panel can use the Commission Details option on the Actions menu.

Selecting Commission Details opens a form where you can record the Client ID and Employee Identifier. (This information helps the system capture additional salesperson details to create an import pay file.)

Note: To begin using this form, you must first add it to the user role(s). (See Defining User Roles.)