Answer
Lightning Payroll lets you create user profiles and set permissions for each one individually, giving you control over who can access your data and what they can do.
Before you start on the desktop app, set a password for the application administrator. The application administrator can set up other users and decide what access they have.
Setting Up Users (Desktop App)
To set the application administrator, go to Settings >> Password And Security and enter an application administrator password.
Once that is done, click Add New User. You will be prompted for a username, an email address (used for password-reset emails) and the user's login password. You can then select which companies the user has access to.
The Add New User button stays greyed out until two things are true: you are logged in as the application administrator, and the administrator password has been saved. Hover over the button to see which one is missing — it will tell you either Only the main program administrator can manage users or Set an application administrator password above before adding users.
After clicking Save, the user is added. You can then set the App Permissions for each section of the program. Permissions fall into three categories:
- Locked — cannot access the section.
- Read Only — can view but not change data in the section.
- Editable — full access to the section.
Click in the appropriate box to choose a permission for each section. The Settings, Entities and Tools sections are marked with (G) because they apply across all companies (if you have multiple companies set up). A permission set on a (G) section applies to that section for every company.
Editing or Removing Users
The application administrator can edit a user's permissions or remove a user at any time. Deleting a user does not remove any work they completed in Lightning Payroll; it prevents them from logging in going forward.
Logging In and Out (Desktop App)
When opening Lightning Payroll, choose which user to log in as from the username drop-down menu, then enter that user's password. To log out, close Lightning Payroll.
Forgotten Password
If the application administrator forgets their password, they can enter it incorrectly three times at the login screen; after the third failed attempt the program shuts down and a recovery password is sent to the email address registered to the Lightning Payroll subscription.
The process is the same for a non-administrator user, who receives a temporary access password at their own email address. Only the application administrator can permanently change a non-administrator user's password, by clicking Edit Selected User under Settings >> Password And Security.
User Management in the Web App
To set up user accounts in the Lightning Payroll web application, go to Settings >> User Management.
Click Add New User and enter a username and email address, along with the companies the user can access. After clicking Save, the user is added and emailed a link to set their own password. They must follow that link and set a password before they can log in.
You can then set what permissions the user has for each section. The permission categories are the same as on the desktop app: Locked, Read Only and Editable. Click in the appropriate box to choose a permission.
The account holder/administrator can edit a user's permissions or remove a user at any time. Deleting a user does not remove their completed work; it prevents them from logging in.
Users log in at the usual web address, but they enter their username rather than their email address. Once their details are entered and two-factor authentication is complete, they reach your database. To log out, use the Logout button in the sidebar.
If an administrator or user forgets their password, they can reset it using the "Forgot password?" button on the login screen. Administrators use their registered email address; users use their username.
