The Document Password feature provides an extra layer of security for sensitive employee documents, helping to ensure that only the intended employee can access their payslips and tax filing forms.
In this article, we will cover:
A. What documents can be protected with a password?
The Document Password feature can be enabled for the following PDF documents:
Employee Payslip
Tax Filing Form
B. Where can I enable document password protection?
Admin can enable password protection separately for payslips and tax filing forms.
i. Employee Payslip
Go to:
SG Payroll > Payroll Settings > General Settings > Settings > Enable Password protect PDF payslips
ii. PDF Tax Forms
Go to:
SG Payroll > Payroll Settings > General Settings > Settings > Tax Filing > Enable Password protect PDF tax forms
Once enabled, the relevant PDF document will require the employee's Document Password to open.
C. Where can I set the employee's Document Password?
There are several ways to set an employee's Document Password.
i. During Mass Onboarding
When onboarding employees in bulk, Admin can set the employee's Document Password directly in the onboarding Excel file.
This can be done using either:
The Excel template provided by Gutsy; or
The system-generated Excel file used for Mass Onboarding.
Enter the Document Password for each employee in the relevant column before uploading the file.
ii. From the Employee's side
Admin can also allow employees to set their own Document Password.
Gutsy can send a trigger email to the employee with instructions to set their Document Password, as below example.
D. How can Admin send the Document Password setup email?
Admin can send the setup email to multiple employees using Mass Send Document Password Setup or when publishing payslips.
Using Mass Send Document Password Setup
Go to Employees > All Employees.
Click the three-dot icon and select Mass Send Document Password Setup.
Select the employees who should receive the email and click Send.
The selected employees will receive an email with instructions to set their Document Password.
When publishing payslips
Admin can also trigger the Document Password setup email when sending payslips to employees.
Generate the payroll and complete all required payroll steps.
Proceed to publish the payslips to employees.
If Password protect PDF payslips is enabled in the payroll settings, an option to trigger the Document Password setup email will appear before the payslips are sent.
Select the relevant option and confirm.
The email will be triggered based on the employee's current Document Password status:
Employee has never set a Document Password: The employee will receive the setup email.
Employee has already set a Document Password: The employee will not receive the setup email.
Employee does not have an email address: The employee will not be able to receive the setup email.
E. How can Admin view or change an individual employee's Document Password?
If Admin has the required permission, they can view and change an employee's Document Password from the employee's profile.
Go to Employees > All Employees.
Click the three-dot icon and select View, or click directly on the employee's name.
Go to the Employment Details tab.
Locate Employee Document Password.
To change the password, click the three-dot icon and select Change Document Password.
Enter the new password according to the password requirements.
Click Save Changes.
Note: Admin must have the required permission to change an employee's Document Password.
F. How can Admin mass edit employee Document Passwords?
If you need to update Document Passwords for multiple employees, you can use the Mass Edit function.
Go to Employees > All Employees.
Click the three-dot icon and select Mass Edit.
Select Mass Edit Personal Details.
Select the relevant company and download the Excel file.
In the Excel file, select the employee's name from the dropdown list and enter the Document Password in the relevant column.
Save the completed Excel file.
Upload the file back to the system.
Preview the changes and proceed to update the employee details.
Once the update is completed, the new Document Password will be applied to the respective employees.
G. How can Admin allow employees to change their own Document Password?
Admin can choose whether employees are allowed to view and change their own Document Password. This can be configured easily through Employee Settings.
Go to Employees > All Employees. Click the three-dot icon, scroll down and select Employee Settings.
Alternatively, go to Settings > Employee > Employee Settings.
Under the Security section, locate the setting that allows employees to edit their own Document Password.
Toggle the setting on to allow employees to change their Document Password, or off to disable this function.
Once enabled, employees can view and change their Document Password through the Web Portal or Mobile App.
H. For Employees: How can I view or change my Document Password?
If Admin has enabled the permission for employees to edit their own Document Password under Employee Settings, employees can view or change their password through either the Web Portal or Mobile App.
Using the Web Portal
Log in to the Web Portal, click your profile picture in the top-right corner, and select Account Settings.
Under the Account Information section, locate your Document Password.
Click the eye icon to reveal your current Document Password.
To change your password, click Change.
Enter your new password according to the password requirements.
Click Save Changes.
Using the Mobile App
Log in to the Mobile App.
Tap your profile picture in the top-right corner of the screen.
Select Account Settings.
Under the Account Information section, locate your Document Password.
Tap the eye icon to reveal your current Document Password.
To change your password, tap Change.
Enter your new password according to the password requirements.
Note: You can also click Generate to let the system generate a password for you.
Click Copy to copy your password and save it somewhere secure for future reference.
Tap the checkmark button to save changes.
Using a Document Password adds an extra layer of protection to sensitive employee documents. By keeping the passwords up to date and making sure employees have access to their own Document Passwords, you can help keep payroll and tax information safe and secure.
Still exploring? Head over to our Help Centre for more in-depth guides and FAQs.
If you have any questions, feel free to reach out to us at support@gutsyhq.com. We'll get back to you from there.