Payroll permissions in Factorial allow you to control who can view, manage, and modify payroll-related information in your organisation. This ensures that sensitive data—like salaries, bonuses, and payroll cycles—is only accessible to authorised users.
In this article, you will learn what payroll permissions are, why they are important, and how to use them to maintain confidentiality and streamline payroll processes.
Employees must be assigned to the corresponding permissions group for Payroll permissions to apply.
To ensure payroll confidentiality, you need to configure permission groups correctly.
Create a permission group for employees and enable only permissions that allow users to view their own payslips. All permissions related to viewing, editing, or managing other employees’ payroll information must remain disabled.
Once the permission group is created, assign it to the relevant employees. This setup ensures that each person can access only their own payroll documents and not those of others.
How to set up your Payroll permissions
- In your sidebar, go to Settings
- Click on Permissions
- Select the Payroll section
- Enable or disable permissions
- Click on Save changes
Some permissions let you choose the specific scope of a permission in Factorial: deciding who a user is allowed to perform a the action on.
- For themselves: Only on their own profile/data.
- For direct and indirect reportees: On employees who report to them, directly or through a hierarchy.
- For people on teams they lead: Only on members of teams they manage.
- For people in their legal entity: Anyone in their department, branch, or company entity.
- For the whole company: Across all employees in the organisation.
Payroll permissions
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Can manage settings of Payroll app
This permission allows the employees inside the specific group of permissions to access and modify the configuration of the Payroll app.
The user must have permission to See whole company's payroll data → Check Payroll permissions > Exports permissions.
Enable this permission for Manage Compensation settings to work → Check Payroll permissions > Compensation permissions.
Enable this permission for these to work:
- Change payroll period status
- Create supplements from expenses
- Manage payroll policies
Learn more here.
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Change payroll period status
This permission allows the employees inside the specific group of permissions to open, close, or finalise a payroll period. By changing the payroll period status, users control whether a payroll cycle is active, under review, or completed, ensuring that salary calculations, adjustments, and payments are processed at the right time.
The user must have permission to See whole company's payroll data → Check Payroll permissions > Exports permissions.
The user must have permission to Manage settings of Payroll app.
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Create supplements from expenses
This permission allows the employees inside the specific group of permissions to convert approved expenses into payroll supplements. For example, if an employee submits a reimbursable expense, it can be added directly to their next payroll as a supplement, ensuring accurate and timely compensation.
The user must have permission to Can access expense settings → Check Finance permissions > Expenses permissions.
The user must have permission to Manage settings of Payroll app.
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Download company payroll data
This permission allows the employees inside the specific group of permissions to export payroll information.
The user must have permission to See whole company's payroll data → Check Payroll permissions > Exports permissions.
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Import supplements
This permission allows the employees inside the specific group of permissions to upload additional payroll items (like bonuses, allowances, or deductions) into the system.
The user must have permission to See supplements.
Learn how to do it here.
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Manage employee updates
This permission allows the employees inside the specific group of permissions to review, approve, or reject changes to employee information.
The user must have permission to Manage employee updates → Check Payroll permissions > Compensation permissions.
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Manage labor cost edition in Financial Workspace
This permission allows the employees inside the specific group of permissions to edit and update labor cost data within the Financial Workspace. It controls who can modify salary-related costs for budgeting, reporting, or financial analysis purposes.
Learn how to do it here.
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Manage payroll integration codes
This permission allows the employees inside the specific group of permissions to create, view, and edit the codes used to sync employee data between Factorial and external payroll systems.
The user must have permission to Manage payroll integration codes → Check Payroll permissions > Compensation permissions.
The user must have permission to:
- Manage integrations
- See Marketplace and integrations
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Manage payroll policies
This permission allows the employees inside the specific group of permissions to create, edit, and configure payroll rules and policies in the system, such as salary structures, deductions, benefits, or overtime rules. It controls who can define how payroll is calculated and applied across the organisation.
The user must have permission to See whole company's payroll data → Check Payroll permissions > Exports permissions.
The user must have permission to Manage settings of Payroll app.
Learn more here.
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See company payroll results
This permission allows the employees inside the specific group of permissions to view payroll summaries and reports for the entire company, including totals, averages, and overall payroll costs.
The user must have permission to See whole company's payroll data → Check Payroll permissions > Exports permissions.
More on payroll results here.
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See company SEPA generator
This permission allows the employees inside the specific group of permissions to access and view the SEPA payment files generated for the company.
The user must have permission to See whole company's payroll data → Check Payroll permissions > Exports permissions.
Learn more here.
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See payroll issues
This permission allows the employees inside the specific group of permissions to view any errors, warnings, or discrepancies detected in payroll processing. It helps identify problems that need attention but does not grant permission to edit payroll data.
Learn more here.
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See supplements created by others
This permission allows the employees inside the specific group of permissions to view additional payroll items (like bonuses, allowances, or deductions) that were added by other users.
Enable this permission for Create new compensation categories to work.
The user must have permission to See supplements.
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Edit observations
This permission allows the employees inside the specific group of permissions to add or modify notes and comments related to payroll records or employee data.
The user must have permission to See observations.
You can choose the scope of this permission.
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Edit supplements
This permission allows the employees inside the specific group of permissions to create, modify, or remove additional payroll items (such as bonuses, allowances, or deductions) for employees. It directly affects payroll calculations for the affected items.
Enable this permission for Create new compensation categories to work.
The user must have permission to See supplements.
You can choose the scope of this permission.
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See observations
This permission allows the employees inside the specific group of permissions to view notes or comments added to payroll records or employee data.
Enable this permission for Edit observations to work.
You can choose the scope of this permission.
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See supplements
This permission allows the employees inside the specific group of permissions to view additional payroll items (such as bonuses, allowances, or deductions) for employees.
Enable this permission for Create new compensation categories → Check Organisation permissions > Contracts permissions.
Enable this permission for these to work:
- Edit supplements
- Import supplements
- Validate supplements
- See supplements validations
- See supplements created by others
You can choose the scope of this permission.
Learn more about supplements here.
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See supplements validations
This permission allows the employees inside the specific group of permissions to view whether additional payroll items (bonuses, allowances, deductions) have been approved or flagged for review.
The user must have permission to See supplements.
You can choose the scope of this permission.
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Validate supplements
This permission allows the employees inside the specific group of permissions to approve or reject additional payroll items (such as bonuses, allowances, or deductions) that have been created for employees.
The user must have permission to See supplements.
You can choose the scope of this permission.