Answer
Sharing payroll data in Lightning Payroll can be done in various ways, depending on whether you use the desktop or web version of the software. Below are simple steps for different scenarios:
Example 1: Desktop User Sharing Data with a Non-Subscriber
If your accountant or recipient does not subscribe to Lightning Payroll, you can set them up as a user by adding their email under Settings >> User Management. Note that creating a user in the desktop app does not automatically create a web account for them. To share data via the web, you will need to sync your desktop app's data with the web version. Follow these steps:
- Go to Settings >> Other Settings in the desktop app.
- Tick the checkbox for “Sync Data Up To Web App”.
- Login using your website credentials (not necessarily the same as your local database password).
- Optionally, tick “Manually control web sync uploads/downloads” to avoid logging in each time you use the desktop app.
Once the data is synced to the web, any missing non-admin user accounts will be created automatically, and each new user will receive an email with their login details. For detailed instructions on web syncing, visit this support article.
Example 2: Desktop User Sharing with Another Lightning Payroll Subscriber
If the recipient already uses Lightning Payroll, simply create a backup file and send it to them:
- Go to Tools >> Create Backup to generate a backup file.
- Email the backup file to the recipient.
- The recipient can restore the backup via Tools >> Restore Backup.
This method works whether the recipient uses the desktop or web version of Lightning Payroll.
Example 3: Web App User Sharing Data with a Non-Subscriber
If you use the web app and wish to share data with someone who does not have a Lightning Payroll subscription, follow these steps:
- Go to Settings >> User Management in the web app.
- Create a new user by entering their email address.
The account will be created immediately, and the new user will be notified via email. Learn more about managing users here. Scroll down for web app specific information.
Example 4: Web App User Sharing with a Subscriber
If the recipient already uses Lightning Payroll, you can either use the steps from Example 3 or take advantage of the Data Sharing feature:
- Go to Settings >> Data Sharing.
- Use this feature to connect your account to the recipient's account for easier data sharing.
This option simplifies the sharing process by allowing linked accounts to access shared data directly.
These methods ensure secure and flexible sharing of payroll data in Lightning Payroll, tailored to your specific needs.
