Each quarter, after processing your Quarterly and Annual reports and tax forms, our team will automatically load these into your HRIS Portal in your Report Vault. Here, you will have secure, 24/7 access to view and download these reports and forms whenever you need them.
Additionally, you can set up non-employee users such as Accountants or CPAs to access these reports and forms to eliminate the need to manually print and mail/fax them.
You can set up third-party access to quarterly reports and forms in four simple steps:
- Create the Role
- Create the Non-Employee User and assign them to the Role
- Add Employee Access for that user
- Emulate the user to make sure they are set up properly
And don't forget, if you have any questions or get stuck along the way, you can always reach out to our support team for assistance!
1. Create the Role
From the Manage Users tab of the HRIS Administration module, click +Add Role to create a new role for your third-party access.
Name your role (for example, "Accountant" or "CPA").
Then, click on the role to customize its role access to include Reporting – Report Vault Qtrs.
Then, click Configure next to the Reporting – Report Vault Qtrs module and check the box to allow access for non-Administrator roles.
2. Create the User
Next, select Manage Users from the left-side menu and click +Add Non-Employee User.
Enter the user's information, then select the Role you created in Step 1 from the Roles box to add the role access to your new user. Then, click Create.
Top Tip: We strongly recommend you add a Cell Phone number for two-factor authentication purposes or in case the user ever needs to reset their password.
This will send an email to the user with their credentials and login instructions.
3. Configure User Employee Access
Once the user and role are created, it's time to grant Employee Access. While Step 1 ensures individuals with your new role will have access to the Report Vault for quarterly reports and forms, because these contain employee information, you must grant the user Employee Access for them to view the reports. Otherwise, they will have access to the Report Vault module, but will not be able to view any reports in it!
Note that granting Employee Access will only give users access to employee information within the modules they have access to. For example, a user that only has access to Reporting – Report Vault Qtrs will not be able to view employee information in the Employee Management module, even if they have Employee Access.
To configure Employee Access for your user, click on the Restricted Employee Sets tab on the left-side menu and select +Add Employee / User.
Type your user's name in the Employee / User field to search and select them, then set the Employee Access Level to All Employees. Click Update.
You will now see your user listed in the All Employees section.
4. Validate Your Setup by Emulating the User
Finally, always emulate the user to confirm their setup. From the Manage Users tab of the left-side menu, click the Gear Icon next to your user and select Emulate User.
This will allow you to "emulate" the user's view with their settings and configuration so you can validate your setup and ensure they have proper access.