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Creating New User Accounts - Non Employee User

Owned by michaella_Datacom
Sept 29, 2021
3 min read


A Non-Employee User is typically used for payroll / HR staff who need to have access to the DataPay application and also wish to keep this account separate from their Employee ESS account – or the company may not use ESS / Direct Access.If desired, you can use a single account for both your Employee ESS / Direct Access account and your Payroll Administrator type role. To do this you will need to create the account as an Employee User account and add additional permissions / functions this. You cannot link an employee code to a Non-Employee type account.


If you are creating a Non-Employee User type account (e.g. for payroll processing), you will also need to allocate the following after the base account has been created:

  • User Roles
  • Applications
  • Scope access


These give access to various functions and levels of access within DataPay and Employee Self Service (ESS) / Direct Access.



Creating the base account


Navigate to the Company tab > right-click > select Add Users.




In the Add User Wizard, select Self Service user > select Non-Employee User.




For each user, enter the required details of Username, Surname, First Name and Email. The various User Role fields are optional at this stage and can be left unchecked. The email address will be used to send an account activation link to the user.

Note: The link in the activation email sent to the user's email address will expire after 72 hours. To resend right click on the user then select Resend Activation Email > Selected User.





Setting up User Scope


User Scope determines the level of access a user will have in DataPay. Employee type accounts default to Person scope, but as there is no Employee Account linked with a Non-Employee User account, Person scope is unavailable.


Right click on the newly created user > select Edit User > select Edit User Scope




Choose desired scope level of either Pay Group or Company. 

For Pay Group or Company, select and add the relevant available options by moving them from the top 'Available Scopes' box to the bottom 'Selected Scopes' box, then click OK. The list of available scopes you can assign to this user account depend on what scope access your user account has.



Setting up User Applications


User Applications need to be selected against a user to allow access to the DataPay application (DataPay Client) and/or ESS / Direct Access (DataPay Web Client).


To do this, right-click on User > Edit User > Edit User Applications. Drag over or use the arrows to move applications to Selected Applications. If a user does not have the needed applications set they will not be able to log in to that platform. The list of User Roles available to add will also depend on the selection made in this screen.





Setting up User Roles


User Roles dictate what areas and access levels the user will have within the various platforms. For some roles (such as Payroll Administrator) there are DataPay Client and DataPay WebClient versions.
Right click on User > Edit User > Edit User Roles.


Drag over or use the arrows to move the required User Roles to Selected Roles > click OK







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