Users and roles

The Users page lists everyone with access to your company. This guide shows how to invite people, choose their roles, limit what they see, switch a login off, and invite your accounting firm.

Before you start

• Owner / Management users can give any role. Payroll officers can give Employee and Supervisor; HR admins can give Employee.
• Open Who can do what at the top of the Users page for what each role can and can't do. See also What Sahora does and who does what.
• Everyone except employees signs in with two-step verification.

The roles

• Main roles: Owner / Management, Payroll officer, Supervisor, Employee.
• More roles (for bigger companies): HR admin, Payroll approver, Finance.

One person can hold several roles. A department head is usually Employee and Supervisor.

Invite someone

1. Open Users.
2. Choose the Role.
3. For an Employee login, choose the Employee record. The invitation goes to the email on the record, so add the email on the employee's page first.
4. For any other role, type the Email and Full name.
5. For Owner / Management, choose Their position.
6. Click Invite.

They get an email to set a password (and two-step verification if their role needs it). Someone who already has a Sahora login just gets the new access.

Change roles and limits

1. Click Edit on the person's line.
2. Tick or untick roles, including those under More roles (bigger clients). Click Save roles. They are told by email.
3. For a supervisor, add the Departments they approve for.
4. For an HR admin or payroll approver, add the Branches and departments covered (none = whole company). Only an Owner / Management user can set this.

Nobody sets their own position as Owner / Management: another owner or your accounting firm does.

Switch a login off, or remove access

In the opened line:

• Switch login off stops the person's access for now and keeps their roles. Switch login back on restores it.
• Resend invitation sends a new link to someone who hasn't signed in yet.
• Remove access removes all their access to this company. Their Sahora login itself is kept.

When an employee separates, Sahora switches off every role but Owner / Management on its own (see When an employee leaves).

Invite your accounting firm

1. At the bottom of Users, under Accounting firm, choose the firm.
2. Click Invite firm and confirm. Its staff see your company once the firm assigns them.
3. To stop, click Revoke firm. Its staff lose access immediately and the firm is told.

If Sahora's own team runs your payroll, its members are listed under Sahora Managed staff.

What can go wrong

• "The company needs at least one active owner. Give someone else the Owner role first."
• "You can't give that role." Ask an Owner / Management user.
• "They have signed in before: they can use Forgot password on the sign-in page."
• "The employee portal is off for this company (Service setup)." Employee logins can't be made while the portal is off.
• On the Free Plan, an upgrade notice appears once you reach the plan's user limit. See Pricing.

Good to know

• Every change to access is recorded in the activity log.
• To invite many employees at once, see Inviting employees to the portal.