CloudPayroll | Manage Users

Updated 2026-01-30 01:30:09 UTC Created 2022-05-06 07:22:37 UTC

Managing Users and Entitlements with CloudPayroll

Contents

Create new users in Easy Employer

You can add new users in two ways:

  1. Create the user in CloudPayroll and import into Easy Employer.
  2. Create the user in both systems and link them during import.

This flexibility allows managers without CloudPayroll access to add users for rostering, availability, or access setup. However, users must be linked to CloudPayroll before their first timesheet is exported.

NOTE:
 

  • CloudPayroll is the master database for employee details.
  • Employees are called users in Easy Employer and people in CloudPayroll.

Map users

Use the Import users page in Easy Employer to tentatively map users to existing CloudPayroll records.

Check tentative links to ensure correctness. The mapping algorithm uses name, address, and other identifiers.

Although only a name is required in EE, providing an email and mobile number improves automatic mapping accuracy.

Once linked, the CloudPayroll ID will appear in the user’s Integrations tab.

Import / update users

It is recommended to create users in CloudPayroll and import them into Easy Employer. This process can also be used to update user details in EE based on CloudPayroll data.

  1. Click Organisation.
  2. Under Data Synchronisation, click Import / Export.
    Data synchronisation menu showing import/export
  3. Select Import / update users.
    Import/update users option in EE
  4. Follow prompts and review the import data before finalising.

Import / update entitlement types and balances

Follow the same steps as user import, but choose Import / update entitlement types or Import / update entitlement balances.

See the article CloudPayroll | Managing Entitlement Types + Balances for more information.

NOTE:
 

  • Entitlement balances from the most recent closed pay run in CloudPayroll will be available for import. If a pay run is still open, the previous closed pay run’s balances will be used.
  • Only users mapped via the Import / update users process, and are not set to skip from the payroll export, will appear on the review screen and have balances imported.

Change users' home payroll entity and re-link

If a user’s home payroll entity changes, you must re-link them to the correct CloudPayroll organisation. The process involves three steps:

Step one: In Easy Employer, change the user's home payroll entity

  1. Log into Easy Employer.
  2. Go to Organisation > Users.
  3. Select the user to modify.
  4. Click the Payroll tab.
  5. Click Edit on the home payroll entity section.
  6. Select the new payroll entity and click Save.
  7. Repeat as needed for other users.

Step two: In CloudPayroll, add the user to the new company

  • Refer to CloudPayroll’s official documentation for instructions on adding users to a new organisation.

Step three: In Easy Employer, perform a user import

  1. In EE, go to Organisation > Import / Export.
  2. Select Import / update users.
  3. Choose the relevant payroll entity and click Next.
  4. Review user mappings on the summary p