Overview
Access Control Groups (ACG) are assigned to Staff/Admin users in the System Access tab of their user profile.
As the permissions for each ACG are uniquely configured, you can tailor access permissions (full access or read-only) to system features, reports, and functionality for your administrators and recruiters, based on the ACGs that you assign them.
To manage and assign ACGs, you will need to be a System Administrator with unlimited access permissions. Currently, this means that your own user access will need to managed through Account Permissions, with no ACGs assigned, to ensure that you have Super User access.
Assign an ACG to a Staff/Admin user
To assign an ACG to a Staff/Admin user:
- Go to Users > Staff/Admins > select the user > More > System Access.
- In Account Permissions, select an ACG from the dropdown list then click + Add Access Group.
- Click Save.
Once an ACG is assigned to the user, it will appear above the dropdown list. You can remove an assigned ACG from a Staff/Admin user by clicking the red X beside it.
Depending on the functionality that has been configured in the ACGs assigned to a user, they may not see some functionality, features, or reports in their portal.
- If an ACG is configured with either read-only or full access permissions for a tab, subsection, or report, any user assigned that ACG will have this level of access in their portal.
- Users assigned an ACG with no permissions granted for a particular tab or subsection will not see this in their portal.
If a user accesses a tab, subsection, or report from a direct link that they do not have permission to view, they will receive an onscreen error denying their access.
Important: If you are an administrator or recruiter and your current level of access needs to be modified, you will need to contact a System Administrator in your portal directly. Astute Payroll does not manage system access for individual portals and users, and is not able to make these changes on your administrators’ behalf.
System Access with Multiple ACGs
A user can be assigned up to three ACGs at any time, which will be combined to determine access permissions.
When more than one ACG is assigned to a user profile and there are conflicting permissions between groups, the user will be granted the highest level of access. They will have access to all parts of the system enabled across all ACGS they are assigned, regardless of whether this access is lower or disabled in another of their ACGs.
In these cases, full access will override read-only or no access, and read-only access supersedes no access. The below table outlines how the permissions apply for a Staff/Admin user who has been assigned two ACGs s assigned:
| ACG #1 has full access enabled | ACG#1 has read-only access | ACG#1 has no access enabled | |
|---|---|---|---|
| ACG #2 has full access enabled | User has full access | User has full access (due to ACG 2) | User has full access (due to ACG 2) |
| ACG #2 has read-only access | User has full access (due to ACG 1) | User has read-only access | User has read-only access (due to ACG 2) |
| ACG #2 has no access enabled | User has full access (due to ACG 1) | User has read-only access (due to ACG 1) | User has no access |
System Access with No ACGs Assigned
Administrators who have not been assigned any ACGs in their System Access tab will have their access determined by the Account Permissions checkboxes that have been ticked.
When at least one ACG is assigned, this will override any Account Permissions checkboxes that are selected in System Access.
Recruiter Access and Reporting
In line with existing system behaviour, recruiters will generally only see report data for jobs or employees that they have been assigned.
There are some exceptions to this, as some reports that require all data to be included on generation to function correctly.
- Reports > Payroll > Pay Run Report (Payroll > Process Payroll > Process Pay Run)
- Reports > Payroll > Payroll Tax Report
- Reports > Payroll > Payroll Tax Report (Historical Data)
- Reports > Payroll > Payroll Tax Report 2023
Important: Any user, including recruiters, granted either full or read-only access to these reports will be able to see all report data, regardless of their user type and configuration.
Please be mindful when assigning an ACG to a recruiter which includes full access to any of these reports, as the recruiter will be granted the same level of access as an administrator.
Financial Controllers
As part of the ACG project, the user type of Financial Controller will be retired, with existing Financial Controllers migrated across to another user type. The timeline for this is to be determined and will be communicated with impacted portals ahead of migration.
As a result, the option to assign an ACG will not appear for any users set up as Financial Controller.\
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