This article reviews managing user access to payroll within Workforce. 


To access Workforce, users will need R365 permissions added to their User Record, as well as access to one or more payroll companies provided by R365 Support.  


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Premade User Roles


There are four premade R365 user roles associated with Workforce. These user roles can be assigned to users as-is or customized with custom user roles. Learn more about managing permissions and custom user roles here.


Payroll ClerkThis user role is designed for users who will be processing payroll in Workforce and only need limited editing and approval accesses.
Payroll AdminThis user role is designed for users who will be processing payroll and require most Workforce accesses, including approving pay runs.
HR GeneralistThis user role is designed for users who will be utilizing the HR areas within Workforce.
HR AdminThis user role is designed for users who will be maintaining the HR setup within Workforce. This user role is similar to the HR Generalist User Role, with the added ability to edit PII.


Review the full R365 user role descriptions here. 


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Workforce Permissions


The Permission Access report can be used to determine which user roles or users already have selected permissions assigned.

Learn more about user setup and security here.


Payroll Permissions


The permission groups listed here are associated with the payroll pages within Workforce. Permissions in these permission groups can be added to custom user roles or single users. Learn more about managing permissions and custom user roles here.


Workforce payroll permissions are found in the permission tree under Payroll → Workforce Payroll:


Permission Groups for Workforce Payroll Pages

  • Company Tax Profile
  • GL Mapping
  • Locations
  • Paycheck Runs
  • Payments
  • Reports
  • Workers Comp
  • Year End



HR Permissions


The permissions and permission groups listed here are associated with the payroll portion of Employee Records within Workforce. Permissions and permission groups can be added to custom user roles or single users. Learn more about managing permissions and custom user roles here.


Employee Record permissions are found in the permission tree under Labor → Employees:


General Employee Record Permissions

  • View Employees
  • Edit Employees
  • Can Grant/Remove Employee's Access to R365
  • Create Employees
  • Merge Employees
  • Approve Employee Changes
  • Delete Employees
  • Delete Employee Changes
  • Separate Employee
  • POS Employees


Permission Groups for Employee Record Tabs

  • Basic Info
  • Documents
  • Employment
  • Integrations
  • Notes
  • Payroll
  • Schedule
  • Taxes
  • Time



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Payroll Company Access


On top of the permissions granted on a user's User Record, users with access to payroll will need additional access to the payroll company(s) associated with the location(s) they have access to. 


Without access to a payroll company, the user will be able to open Workforce, but will not be able to select that payroll company from the payroll company drop-downs throughout Workforce or see any information specific to that payroll company. 



Adding or Removing Payroll Company Access


Payroll company access is only adjustable by R365 Support. To add or remove a user's payroll company access, please contact R365 Support and provide the following information:

  • User's Username
  • User's Full Name
  • Payroll Company Name
  • If the access should be added or removed


Note: While removing a user's payroll permissions will remove their access to the payroll pages, it is also recommended to remove their payroll company access as part of removing their Workforce access.  


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