Overview
Previously, when you added a Resource in BrightPay, you always had to set an employee access rule (for example, make it visible to specific employees, departments, or all employees). This meant every resource was potentially available in the Employee Self Service Portal, depending on the rule you chose.
To give you the same flexibility you had with Documents in BrightPay Connect, BrightPay Cloud now includes a No Access option for Resources:
- No Access - means, no employees can see that resource in the Employee Self Service Portal.
- The resource is still available to employers/users (and in the Client Portal, where applicable), but it is hidden from all employees.
This is particularly useful for bureaus and accountants, who may want to upload documents for their client (the employer) to see via the Client Portal, without any employee access.
> Note: The No Access setting is configured in BrightPay only, not in the Client Portal.
Bureaus can therefore upload documents in BrightPay with no employee access rule, and their client can see them in the Client Portal while employees cannot.
Where to Manage Resources
Resources are managed in BrightPay under the Employees – Manage Resources area. You’ll see the list of existing resources and options to add or edit.
This is where you can:
- Upload HR and employee-related documents
- Set visibility and access rules
- Control which employees (if any) can see them in the Employee Self Service Portal [6].
Adding a Resource with No Access (Employees Cannot View)
Follow these steps when you want to upload a resource that should not be visible to any employees:
1. In Employees > Manage Resources, click Add New Resource.
2. Under Details:
- Enter a Name for the resource.
- Optionally add a Description.
- Choose a Category and Priority as required.
3. Under Files:
- Click Add File, browse to the file you want to upload, and click Submit.
- Alternatively, under Links, click Add Link to add a URL instead of a file, then click Submit.
4. Under Visibility:
- Ensure the resource is set as visible for users who need to see it (e.g. the employer via the Client Portal).
- The No Access option will be applied via the Access section (see next step).
5. Under Access:
- Click Edit….
- Select No Access option (or equivalent setting that indicates no employees should have access).
- Confirm/OK to apply.
6. Click Save.
Result:
- The resource is stored in BrightPay and appears in the Resources/Documents area for the employer / bureau user.
- No employees will see this resource in their Employee Self Service Portal because the access rule is set to No Access.
Payroll bureau, Accountant or Bookkeeper:
Your client (the employer) will be able to view these resources via the Client Portal (subject to their user permissions), but employees will never see them in their own portal.
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