CloudPayroll | Managing Users

1) Creating new users in Easy Employer
2) Mapping a user

3) Import/Update users
4) Import/Update entitlement balances
5) Changing a users home payroll entity and re-linking to a new CloudPayroll organisation

 


🔍 RELATED ARTICLES

CloudPayroll | Initial Setup + Sync
CloudPayroll | Managing Entitlement Types + Entitlement Balances


 

1) Creating new users in Easy Employer

There are two ways that new users can be added to Easy Employer:

  1. Create the user in CloudPayroll first and then import them into Easy Employer.
  2. Create the user in both systems separately, and then link them during the import process.

These methods are provided to allow flexibility to managers without access to CloudPayroll. This means users can be created as required in Easy Employer (for rostering purpose, set up their online access, or update availability), but have to be linked to CloudPayroll soon thereafter (before their first timesheet is exported).


NOTE: CloudPayroll is the master database for employee details.
Employees are refer to as 'users' in Easy Employer and as 'people' in CloudPayroll.


 

2) Mapping a user

Users are mapped using the import users page in Easy Employer. In this process users will be tentatively mapped to existing accounts with similar names and addresses. The tentative links or weak matches should be checked to ensure the mapping is correct. The mapping algorithm uses other checks.

Although all that is required to create a user in Easy Employer is a name, with CloudPayroll integration, it is recommended an email address and mobile number are also added to improve the efficiency of the automatic mapping process.

Once a user has been linked their CloudPayroll ID will be displayed in the Integrations tab in each user's profile.

 

3) Import / update users

New users can be added to the system in a few ways. Best practice for this is to create the users in CloudPayroll and then import them into Easy Employer. The same process can be used to update user data in Easy Employer based on the data in CloudPayroll.

  1. Click Organisation in the navigation bar.
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  2. Select Import / Export under Data Synchronisation.
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  3. Select Import / update users from the available options.
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  4. Follow the prompts and check the data that will be imported.

 

4) Import / update entitlement types and balances

Entitlement types and balances should be updated regularly. Follow the above steps but select Import / update entitlement types or Import / update entitlement balances as required.

For more details please refer to the article CloudPayroll | Managing Entitlement Types + Balances.


NOTE: Balances calculated in the most recent pay run in CloudPayroll will not be available for import into Easy Employer until that pay run has been closed in CloudPayroll. If the pay run is not closed, the balances from the most recent closed pay run will be imported.

NOTE: Only users that have been mapped to CloudPayroll via the Import / update users process will be displayed on the review screen and have their leave entitlement balances imported.


 

5) Changing a users home payroll entity and re-linking to a new CloudPayroll organisation

On occasion, a users home payroll entity may need to be changed. When this occurs the user needs to be re-linked to a new CloudPayroll organisation. From a high level the steps in this process are:

  1. In Easy Employer, change the users 'home payroll entity'.
  2. In CloudPayroll, add the user to the new company.
  3. In Easy Employer, perform a users import to link the user(s).

Step one: In Easy Employer, change the users home payroll entity

  1. Open Easy Employer.
  2. Click Organisation in the navigation bar.
  3. Click Users.
  4. Select the user that will be changed to a new payroll entity.
  5. Click the Payroll tab.
  6. Click Edit on the home payroll entity.
  7. Change the home payroll entity for the user and click Save.
  8. Repeat for other users as required.

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

  • Please refer to CloudPayroll documentation and procedures for instructions regarding this step.

Step three: In Easy Employer, perform a users import to link the user(s)

  1. Open Easy Employer.
  2. Click Organisation in the navigation bar.
  3. Select Import / Export.
  4. Select Import / update users.
  5. Select the payroll entity to use and click Next.
  6. On the review page, check if users have been mapped correctly.
  7. Click Import.
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