User Access FAQs

1. Where do I assign access to Users?

   The User Access service. It replaces People > Allow Access.

2. Why don’t I see User Access in the Paychex Flex menu?

   User Access requires that you have opted into the HTML beta experience. If you have opted in, but still do not see User Access either you have not been provided access or your company is not yet eligible to participate.

3. What is a role?

   It’s a bundle of permissions that can be applied to multiple users. It saves you time from having to manually set each user’s access permissions for typical Paychex Flex functions; just assign a role to a user and the permissions associated with that role are automatically set. Also, you can customize roles to meet your needs.

   Currently roles are intended for administrators, not employees.

4. What services do Roles currently affect?

   User Access, Company, People, Payroll, Reporting, and Report Builder/Writer. More roles will be added.

5. What are the advantages of using System Roles vs. Custom Roles?

   We create and update System Roles with the most common permissions for typical business functions in Paychex Flex.

   Your company creates and updates Custom Roles. With these, you have flexibility to modify permissions to meet your company’s security needs.

6. How do I provide a user with access to services not covered by Roles?

   Choose a user. Below Paychex Services, select No access assigned or Manage Access to turn on a service. Some services have additional permissions that you can set within them.

7. How do I know what the permissions are set to for each System Role?

   See the comparison guide for high-level differences. Use the Role Permissions tab for details.

8. How do I know how each role permission setting affects Paychex Flex?

   Select the name of a permission to open the Permission Information drawer.

9. How can I customize a system role for my company’s needs?

   Create a new role or copy an existing role.

10. Why are some permissions disabled or "locked"?

    Some permission settings depend on other permission settings. The Permission Information drawer has these details.

11. Why can’t I delete a Custom Role?

    Users are assigned to that role. You may delete a Custom Role only if no users are assigned to it.

12. A user requested access to my company by mistake. How can I remove them from my user list?

    In the People service, select the user and go to Tools > Deny Access.

13. Why are some permission options listed in help/training, but not when I log in to User Access?

    Because permissions are specific to the Paychex products and services your company has subscribed to, some may not be available.

14. If my company subscribes to additional Paychex products or services, how are Roles affected?

    System Roles are automatically updated with default permissions set by us. Custom Roles are automatically updated with the most restrictive permission to prevent access to new features.

15. When I make a security change, who receives email notifications?

    Every admin user whose role has “User Access Administration” permission set to “View” or “Full” receives email notification. The user affected by the changes also receives notification.