Manage payroll permissions

Overview

Use permissions to protect access to sensitive payroll details. You can also set permissions for Office Timesheets and Payroll Sign-off so employees and managers can review, approve, and edit payroll.

Things to know

• Some permissions depend on your account configuration. If a permission you want to set is not visible, contact Technical Support for details.

• Office Timesheets and Payroll Sign-off require account configuration. Contact Technical Support for details.

• You can also set permissions by employee and technician role.

• To manage access to payroll-related reports, you can set reporting permissions.

• To update permissions related to Payroll Frequencies, please contact Technical Support.
  

Set general payroll permissions

1. Go to the top toolbar and click Settings .

2. In the side panel, go to People > Employees.

3. From the Employee screen, click Edit for the office employee you want to enable permissions for.
   

4. On the Edit Employee screen that opens, click the Permissions tab.

5. Select or deselect a permission to enable or disable it.

   Tip: Use the Search field to locate a specific permission.

   The following payroll-related permissions are available in the Payroll & Admin section.

   Note: Some permissions, such as for Flexible Timekeeping or Configurable Payroll, may not be displayed and require account configuration. Please contact Technical Support for details.

In the General payroll section:

• Can access global payroll settings: Access the Payroll settings page at Settings> People > Payroll

• View and edit configurable payroll module: Access to view and edit the configurable payroll module (used in Configurable Payroll)

• View and edit labor types: Access to view and edit labor types

• View and edit overtime module: Access to view and edit overtime settings

• Can manually trigger payroll update: Manually refresh payroll data in Master Pay File reports

• View and edit paid idle time rule: Access to view and edit idle time settings

In the Timesheets section:

• View employee time tracking and edit page: Access to view and edit the employee time tracking page

• Edit technician timesheets: Create and edit timesheets for technicians

• Allow to view and edit user timesheet entries: Access to view and edit user timesheet entries (used in Flexible Timekeeping)

• View and edit all office employee timesheets: Access to view and edit office employee timesheets

• Create timesheet activities: Allow employee to create timesheet activities (used in Flexible Timekeeping)

• Edit timesheet code: Create and edit timesheet codes

• Employee can edit their own timesheets: Allow employees to edit their own timesheets

• View hourly pay on timesheet summary report: View gross pay details in Technician Timesheet Summary reports

  Note: This permission does not control access to gross pay details in payroll-related reports based on the Master Pay File and Timesheets report templates.

• View technician timesheets: View job and non-job timesheets for technicians

• View and edit ongoing timesheet entry guardrails settings: Access to the Ongoing Timesheet Entry settings page (used in Flexible Timekeeping)

In the Payroll Adjustment section:

• Edit payroll adjustment: Create and edit payroll adjustments

• View payroll adjustment: View payroll adjustments on invoices

• Delete payroll adjustment: Delete payroll adjustments

In the Payroll Admin section:

• View payroll approval dashboard: Access to the company payroll dashboard

• View all managers and business units on payroll sign-off page: Admin access to the payroll approval dashboard

• View and edit payroll codes: Access to the Earning Codes settings page to be able to define earning types for employees

When you're finished updating permissions, click Save Changes.

Set technician permissions for Payroll Sign-off

Enable permissions for a technician to view, sign off on, and dispute payroll in ServiceTitan Mobile.

Set technician permissions to fit your payroll workflow:

1. Go to the top toolbar and click Settings.

2. In the side panel, go to People > Technicians.

3. From the Technicians screen, click Edit for the technician you want to set permissions for.
   

4. On the Edit Technician screen that opens, click the Permissions tab.
   

The following payroll-related permissions for Technicians are available in the Payroll & Admin section.

Note: Some permissions, such as for Flexible Timekeeping or Configurable Payroll, may not be displayed and require account configuration. Please contact Technical Support for details.

In the Clocking In, Scorecards, & Payroll Review section:

• Allow clock in and out: Allows the technician to clock in and out for the day using the ServiceTitan mobile app

• Technician is able to dispute payroll: Allows the technician to dispute the payroll and leave a note using the ServiceTitan mobile app

• Allow meal breaks: Allows the technician to start and end meal breaks using the ServiceTitan mobile app

• Enable payroll approval module in mobile: Allows the technician to view and approve their payroll in the ServiceTitan mobile app

When you’re finished, click Save Changes.

Set office employee permissions for Office Timesheets

If you use Office Timesheets, enable payroll permissions for your hourly office employees.

Set office employee permissions to fit your payroll workflow:

1. Go to the top toolbar and click Settings.

2. In the side panel, go to People > Employees.

3. From the Employee screen, click Edit for the office employee you want to enable permissions for.
   

4. On the Edit Employee screen that opens, click the Permissions tab.

5. The following payroll-related permissions are available in the Timesheets section:

   Note: Some permissions, such as for Flexible Timekeeping or Configurable Payroll, may not be displayed and require account configuration. Please contact Technical Support for details.

   1. View employee time tracking and edit page: Access to view and edit the employee time tracking page

   2. Allow to view and edit user timesheet entries: Access to view and edit user timesheet entries (used in Flexible Timekeeping)

   3. View and edit all office employee timesheets: Access to view and edit office employee timesheets

   4. Create timesheet activities: Allow employee to create timesheet activities (used in Flexible Timekeeping)

   5. Employee can edit their own timesheets: Allow employees to edit their own timesheets

   6. View hourly pay on timesheet summary report: View technician hourly pay rates on the Timesheet Summary Report

      Note: This permission does not control access to gross pay details in payroll-related reports based on the Master Pay File and Timesheets report templates.

   7. View technician timesheets: View job and non-job timesheets for technicians

   8. View and edit ongoing timesheet entry guardrails settings: Access to the Ongoing Timesheet Entry settings page (used in Flexible Timekeeping)

6. When you’re finished, click Save Changes.

Set manager permissions for payroll sign-off

Managers need permissions enabled to view, edit, and approve payroll for the employees assigned to them.

Note: By default, administrators have permissions enabled to view, edit, and approve payroll for all employees.

To set permissions:

1. Go to the top toolbar and click Settings.

2. In the side panel, go to People > Employees.

3. From the Employee screen, click Edit for the manager you want to enable permissions for.
   

4. On the Edit Employee screen that opens, click the Permissions tab. Select the following permissions under the Payroll Admin section:

   1. View payroll approval dashboard. This grants access to the Payroll Dashboard, where they can view and approve payroll for their employees.

   2. To enable administrative payroll permissions, select View all managers and business units on payroll sign-off page (optional).

5. To enable access to view and edit technician timesheets, locate the Timesheets section and select View technician timesheets and Edit technician timesheets.

6. To enable access to view and edit office employee timesheets, select View and edit all office employee timesheets.

7. When you're finished updating permissions, click Save Changes.

Want to learn more?

• See Enter payroll settings