May 2021

31

Ransomware: How to keep your data safe

Unfortunately, we have all become way too familiar with certain concepts over the course of the past year. Concepts such as R number, variants etc. With the recent ransomware attack on the HSE still disrupting Irish health services, the subject of ransomware is on all our minds.

One of the important lessons that we can take from ransomware is how we should have backups to quickly restore data to get back up and running as soon as possible, if data was lost after a breach.

If you use Thesaurus Connect alongside our payroll software, you can be assured that you already have this covered.

All data in Thesaurus Connect is stored securely within Microsoft Azure data stores, access to which have been tightly restricted to a limited set of servers and IP addresses. These data stores are replicated across multiple data centres to protect against a major data loss event impacting a particular data centre. Furthermore, the data itself is encrypted and multiple versions of your employer data are retained as a further safeguard. All traffic into and out of Thesaurus Connect is encrypted using SSL and we undergo regular penetration testing to ensure our public-facing applications are secure and resilient.

This should provide some comfort for you if you are already using Thesaurus Connect.

If the payroll data on your own device is compromised, it should be worthless as many of the key fields (e.g. PPSN, names, bank details) are already encrypted within the software.

If you do not use Thesaurus Connect, please ensure that you keep regular external backups of your data. You might even consider using Thesaurus Connect for this. View the pricing model for Thesaurus Connect where users are billed on a monthly subscription, based on usage where you only pay for what you use.

There are many other Thesaurus Connect benefits that we would be delighted to show you on a free 15-minute demo. Book now.

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Posted byHolly McHughinBrightPay Cloud


May 2021

19

Vaccine Policy and Returning to Work: What employers need to know

As we finally leave Level 5 lockdown, we are taking one step closer to a more ‘normal’ life. As such, more businesses will be opening, more employees will no longer need to claim the Pandemic Unemployment Payment, and new employees will be hired. All of this means that employers have a busy few months ahead of them. There are a number of challenges associated with returning to work. As expected, businesses will need to adhere to the guidelines set out by the HSE and carry out risk assessments, while also managing administrative duties such as the annual leave backlog. Going forward, they will also need to look at how they manage and implement more permanent working from home solutions, as well as tackle the issue of a vaccine policy.

An upcoming webinar, hosted by Bright Contracts, our sister product, will discuss the new legislation surrounding working from home to ensure you are compliant, how to return your employees safely to the workplace when phased returns to the office begin and how to address the topic of vaccines and the workplace with your employees. This webinar has been specifically designed for employers and their Human Resources department.

The webinar will address:

  • Working From Home: New legislation
  • Return to Work Safely Protocol
  • Vaccine Policy
  • No Jab, No Job
Register for Free Webinar

 

These challenges may seem daunting at first, but if you’re prepared, you can ensure a smooth and safe return to the workplace and even use the changes to support improvements to your business and employee relationships. Managing a team, with some working from home and others in the office, will require regular communication. An online employer and employee portal can offer significant help with this. With an online portal, such as Thesaurus Connect, an employer can communicate with the whole company or share confidential documents with specific employees such as those working remotely or are returning from leave. To learn more about this, click here.

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Posted byÁine CourtneyinBright Contracts NewsBrightPay Cloud


Feb 2021

8

Thesaurus Connect: Two Factor Authentication Explained

As security is a large concern for many businesses nowadays as data breaches are a threat to all entities, Two Factor Authentication can now be enabled as a feature for users of Connect and Thesaurus Payroll Manager. Two Factor Authentication is a second layer of protection to re-confirm the identity for users logging into Connect through an internet browser or through Thesaurus Payroll Manager. This improves security and protects against fraud and lowers the risk of data breaches as users can access sensitive employer and employee data in Connect with the increased security layer.

Thesaurus Connect is an optional cloud add on feature that works with Thesaurus Payroll Manager. Thesaurus Connect provides a secure, automated and user-friendly way to backup and a self-service dashboard to both accountants and employers so they can access payslips, payroll reports, amounts due to Revenue, annual leave requests and employee contact details.

How it works

If Two Factor Authentication is enabled for a Connect account, when any user on the Connect account tries to sign into Connect via their internet browser here or through Thesaurus Payroll Manager, they will be asked to enter in a security code that needs to be sent to them. The user can select to have the security code to be sent by email or by text to the user.

Once the user receives the security code the user enters this in the 'verify code' field and selects 'Verify Code'. The user will only be able to access the security code if they have access to the email account or mobile device. The random generated 6 digit security code will expire after fifteen minutes so a new code will have to be sent if the code is not used in the time limit. 

This Two Factor Authentication uses a second security measure of identification ensuring the user is the correct user when logging into Connect. It adds an additional layer of security to an already secure hosted platform and gives the user more reassurance that their payroll data is safer and more secure.

To Enable this option in Connect when you are logged in > Go to 'Settings' > Go to 'Two Factor Authentication' > Tick the box > 'Save Changes'.

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Posted byDebbie ClarkeinBrightPay Cloud


Sep 2020

10

Remote Working Is Becoming The New Normal - What Does That Means For Payroll?

2020 has been a transformative year for most businesses. Many employers have had to take a long hard look at how they manage their employees and make significant changes in the wake of COVID-19 in order to adapt to what is quickly becoming the new normal. For a large proportion of these businesses, allowing employees to work remotely is playing a central role in that change. And this throws up some challenges.

Remote working isn’t a new phenomenon. Cloud innovations have made it possible for people to work from home for many years. However, most businesses have been reluctant to embrace this practice up until now. This is because, when employees are spread out, even the most basic tasks such as distributing payslips, applying for annual leave and internal communication can be more difficult.

Today, however, employers are finding themselves in a position where they must allow employees to work remotely and find clever solutions to these challenges. And Thesaurus Connect is one such solution that makes remote working easier for everyone.

How Does Remote Working Affect Payroll and HR?

You might not think that remote working has any impact on processing payroll, especially if you’re a small business with just one payroll administrator. But there are a number of ways that remote working can indirectly impact payroll. It also has numerous knock-on effects on human resources management which need to be addressed in order for a business to thrive.

Here are some examples of the payroll and HR challenges presented by remote working:

  • Distributing payslips manually can be more time-consuming, costly and less secure when employees are not located in the workplace, and instead payslips must be posted to their home addresses. 
  • Making sure that the payroll and any employee leave during that particular pay period are aligned can be tricky, especially if a number of different line managers and/or HR staff are operating from different locations. 
  • Checking that the information for the current pay period is accurate can be challenging with employers and managers working from home with often unreliable internet connections. 

Thesaurus Connect Makes Remote Working Easier

Thesaurus Connect is a cloud portal add-on to our payroll software. While the payroll software gives you everything you need to process your payroll, Connect offers a range of additional features that streamline your human resource management.

The features of Thesaurus Connect include:

  • An employee self-service app that’s compatible with both iOS and Android. On the app employees can apply for leave, view and edit their personal data, access a secure payslip library and view HR documents, all from their smartphone or tablet. 
  • An online employer dashboard. Because payroll information is stored in the cloud with Connect, employers can access their dashboard from their laptops at home. On this dashboard, employers can view a company calendar which displays all past and upcoming employee leave, upload and share documents with employees, and view any outstanding payments due to Revenue. The employer dashboard also shows notifications for any employee leave requests, or requests from the payroll processor. 
  • Secure cloud backups. With Thesaurus Connect, you don’t need to worry about safely storing your data. Thesaurus Connect prompts you to automatically back up the payroll data to the cloud each pay period. It keeps a chronological history of all backups so that you can restore previous versions if needed. This is a great step towards GDPR compliance for businesses who are trying to modernise their data protection practices. The cloud backup is also extremely useful for remote working because everything is stored and accessible via the cloud from any location.
  • Clever employee leave management. Employees can request leave directly from their smartphone app. This is beneficial to remote employees because it eliminates the need for employees to visit their line manager or human resources manager in order to fill out leave request paperwork. The request instantly appears as a notification on their manager’s online dashboard. From here, the manager can use the company calendar to see who else is on leave for the dates requested, and either approve or deny the leave request. A time-stamped log of all leave requests is maintained which is particularly useful when a number of different people are managing employee leave as all of the relevant parties can easily see who approved or denied a request, and when. 

Book Your Free Thesaurus Connect Demo Now

If your business is embracing remote working and trying to find ways to facilitate this new practice, then book your free Connect demo today and let our team of experts show you just how much easier remote working can be.

Posted bySarah TyrrellinBrightPay CloudPayroll Software


May 2020

12

How to introduce Thesaurus Connect to clients

Introducing a new service to your payroll clients isn’t always as simple as we’d like it to be. Yes, you know that it would be great for their business and maybe they do too, but it’s likely that they’ll still need some convincing to get them over the line and on board. So, here are 3 things to keep in mind when introducing Thesaurus Connect as a new payroll process.

What Does Your Client Need

Before you make your case to your clients, you need to be sure that you’re offering them the best service for their business. Every client is different in one way or another, and this means that a one-size-fits-all approach to their payroll just isn’t going to work. It’s also not going to give them confidence in your ability if they think you don’t understand their business, so doing your homework here will really pay off.

In order to get your client on board with your new payroll offering, it’s useful to think about what challenges they’re facing right now regarding payroll, and whether Thesaurus Connect is a right fit for them. Thesaurus Connect offers a whole range of additional HR benefits, so think about how these extras can save your clients time. Begin your introduction by showing your clients that they’re in safe hands because you fully understand their payroll challenges and you’ve got just the product to help them make their payroll processes even easier than it’s ever been before.

How Can You Provide Added Value

So now that you’ve established how Thesaurus Connect can modernise your client’s payroll process, it’s time to pitch the benefits to them. For most clients, this is a simple case of informing them about the HR features they may not have themselves including:

  • Client payroll portal
  • Payslip library
  • Employee payroll app
  • Annual leave management
  • HR document upload feature 
  • Automated payroll reports

You can also present Thesaurus Connect as a time saving opportunity by explaining to them that the cloud functionality frees them up to dedicate additional resources to other aspects of the business.

What’s The Bottom Line

Every client, whether big or small, is always trying to find new ways to cut costs, reduce administration and maximize profits (without cutting quality services). And in today’s climate, most businesses don’t have any choice in keeping their costs down as much as possible. So, one of the best ways you can sell your payroll services to your clients is by simply showing them just how cost effective it is.

Thesaurus Connect offers highly competitive pricing options where users are billed based on usage. The usage subscription model is based on the number of active employees in the billing month. The more clients you have the lower your cost per employee, which means you can pass the savings along to them. You can also find ways to make it even more tempting to your clients, such as offering them a free trial period, or a special deal if they refer a new client to your bureau. This is totally up to you, but don’t be afraid to be creative with how you cost this service.

Book a demo of Thesaurus Connect to see how you can help your clients with a new and improved payroll service offering.

Posted bySarah TyrrellinBrightPay Cloud


Nov 2019

19

Can the Cloud help you attract new staff?

The Cloud is the current buzz-word in technology. Employers in the know are reaping the benefits from its capabilities, including helping them attract and retain new staff.

Why is this important? Becoming an employer of choice has never been more important, especially as we are at near full employment. A quick search of any of the main job boards will show an abundance of available jobs. It’s a jobseeker’s market. The challenge for employers therefore is to attract and retain the best candidates. One way to attract and retain employees is to offer them something new, something edgy… a strong, feature-rich, cloud employee self-service system could be it.

Today’s world has gone online, everyone has social media accounts, we are all familiar with buying many of our goods and services online. This is particularly true for millenials (generally defined as those born between 1984 and 1999) who are are fast becoming the largest sector of our workforce. Understanding how to tap into their fast-paced expectations is crucial for business success.

Businesses who do not compete in this space run risks of being overlooked by prospective employees, millennials in particular. This is where employers should consider a cloud, employee self-service system. Offering online access to their annual leave calendar, their personal details, their employers details, all their HR documents and all of their payslips on their smartphones via a dedicated employee app is the smartest, most cost effective way to show your employees you are in the same digital space that they are.

Book a demo today to find out how your business can benefit from cloud self-service systems.

Thesaurus Payroll Software | BrightPay Payroll Software

Posted byJen McBrideinBrightPay Cloud


Nov 2019

12

Christmas & Connect…. How to get the most from your Connect this festive season!

  1. Plan in advance – we all know how crazy the festive period can be; leave requests, last minute plans and staff parties to name a few. Now is the time to start planning. Make sure your employees are using their Employee App to organise all their leave requests in one, easy to access place that you can access 24/7’.

  2. Get creative – Need to get the Christmas party menu choices sorted? Need to organise the Secret Santa? Use the document upload feature in Connect to take care all of it! 

  3. Stay engaged – It’s very easy for your employees to become distracted by all the craziness of Christmas and become switched off right at the busiest time of year for your business. Use Connect to send out flyers, links to motivational websites, targets and goals and company updates to keep your staff engaged and on top of their game.

  4. Say Thank You – Did you know that you can buy One4All gift cards directly from your Thesaurus Payroll Manager? Use Connect to let your employees know that you appreciate their hard work and that a One4All gift card is on the way! 

BrightPay Payroll Software | Thesaurus Payroll Software

Posted byJen McBrideinBrightPay Cloud


Aug 2019

27

More flexibility, more time: Payroll as a cloud service

Payroll processing has never exactly been the belle of the ball. Businesses disliked it because it’s onerous, while accountants loathe it because payroll has proven difficult to monetise. Not to mention, the work is complex and there are bountiful opportunities to mess it up.

But now, payroll is finally having a moment. Cloud portals have altered the landscape, unlocking new productivity and profits for businesses and accountants. Moving beyond the confines of the desktop and connecting payroll software to the cloud opens all sorts of new, exciting prospects.

The benefits of cloud allows constant and iterative improvements because software companies can offer added benefits and additional layers of access via the web, rather than through more traditional, unsecured methods like sending attachments via email. This formula for progress holds true for cloud payroll accessibility. Synching your payroll data to the cloud enables new features, fully supported by a remote access infrastructure for your clients that’s always improving the payroll process.

As for your clients and their employees, a cloud portal can act as an in-house HR system, streamlining many internal payroll administrative duties. For employees, there is just one login to view employee documents and a company noticeboard. Employers can upload documents such as employment contracts, staff handbooks, privacy policies, training manuals. The employer can decide whether the employee should have access to view the document or not, using it as a central location for everything to do with each individual employee.

Cloud integration updates your information in real time which is easily accessible at any time via any device with internet access. Whether it’s just checking something after hours, or enabling flexible online access to payroll information creates freedom. Cloud payroll portals are making it easier and cheaper to provide payroll services at scale for all of your clients. Drudge work is automated, it’s more collaborative, and a simple, intuitive online interface speeds up your work.

But the potential profits from online payroll platforms aren’t just about payroll itself. Time is money, as the old saying goes. Less work filling in boxes means more time spent on lucrative work such as advisory services, consulting and new business development. All throughout the accounting profession, we’ve seen that when firms cut the time spent on traditional services like bookkeeping, tax preparation and now payroll, they can then take on additional clients and projects, using the same number of staff.

More capacity, more time, more flexibility, more collaboration, more profits: the benefits of cloud automation and remote self-service portals will seep into every corner of your practice.

Book a Thesaurus Connect demo today to increase your profits from your payroll service.


BrightPay Payroll Software | Thesaurus Payroll Software

Posted byKaren BennettinBrightPay Cloud


Aug 2019

7

Save the trees: Instant Access to Payroll Data without any paper trail

We don’t get paychecks anymore, do we? The concept has been banished to TV shows set in the 1960s, where we see a down-on-their-luck salesman contemplate their paper cheque with sad resignation.

Outside of these cultural portrayals, we’ve all moved along to bank transfers. And yet, there’s still one hangover from the era of manual, paper led payroll: the payslip.

Many of us, despite receiving our pay electronically, will receive a paper payslip detailing precisely how much we’ve earned and the taxes we’ve paid. Often these slips will clutter on the employee’s desk, unsecured and aimless.

But how much can you innovate with the old fashioned payslip, anyhow? Quite a bit, actually. This resource heavy, old school process can be taken entirely online. All employee payslips can be securely stored and instantly accessible on Thesaurus Connect.

From here, individual employees can also access their HR documents such as their contract of employment through a personal self-service portal as and when they need it. That’s less legwork for you and a simple, well-organised process for the employee.

This can completely replace the more labour intensive process you have now. Payslips can be set up by the user to be automatically available on Thesaurus Connect with an email notification to employees, eliminating the need to email them or print it out to hand out, one-by-one manually.

But, of course, employers should still have the choice to do it their way. The business can always email, download or print payslips from Thesaurus Payroll Manager. Whichever way the client would prefer is fine, but it remains seamless for you, the accountant.

It’s all about what’s most comfortable. With 24/7 access to employee payslips and other payroll reports, missing payslips and confusion will be consigned to the past. No more manual processes, no more unnecessary legwork -- just the information when you need it, in one location, accessible from anywhere for the accountant, employer and employee.

And with Thesaurus Connect, the self-service process empowers the employee beyond payslips. The self-service portal is a powerful, multi-purpose cloud tool.

Employees can access their own personal leave calendar, request annual leave, view and change their contact information, access payslips and other payroll and employment-related documents. Clients can even give managers access to approve leave for their department and restrict access the other sensitive payroll information such as employee salaries. It’s payroll software with integrated cloud automation that’s about so much more than just pay.

Book a Thesaurus Connect demo today to see just how much time cloud automation and integration can save you.

BrightPay Payroll Software | Thesaurus Payroll Software

Posted byKaren BennettinBrightPay Cloud


Jul 2019

23

Using intelligent automation to streamline the payroll process

There’s a part in Joseph Heller’s classic novel Catch-22 where the character asks a military officer: “What do you do when it rains?" The captain answers the question frankly. "I get wet.” The captain’s resignation and simple acceptance echo the accountant’s attitude to admin. What else is there to do when processing payroll? Same as getting wet in the rain, payroll processing comes assigned with a burdensome bureaucracy.

Or does it? There are a lot of boxes to be ticked in the accounting profession. There are laws, statutes, regulations, each adding another bit of work to your already busy schedule. Indeed, the profession will never be without its share of bureaucracy and admin. But payroll doesn’t have to mean legwork and elbow grease. By using intelligent automation and the right system, you can cut out many of the repetitive (and plain tedious aspects) of payroll processing. Repetition becomes a thing of the past, too.

With Thesaurus Connect it couldn’t be simpler. Payroll reports are automatically synced to the online employer dashboard where users can log in and view payroll information from anywhere. This includes payslips, periodic reporting, P60s, and P45s.

But perhaps for payroll bureaus the most critical way you can reduce the admin burden is by devolving it, so it’s not all on you. Using the password protected self-service portal, your clients and their employees can login online to view their payroll data. For routine tasks, clients can help themselves. The more mundane aspects of payroll processing hum along in the background while you focus on the important stuff. All while maintaining complete control over the entire process.

So what do you do when it rains? You don’t have to get wet - and if you’re a payroll bureau, there’s a more straightforward, smarter way ahead. Admin doesn’t need to be a by-word for payroll, with Thesaurus Connect it can be a profitable, low touch service.

Book a demo today to find out how Thesaurus Connect can streamline your payroll processing.

Posted byKaren BennettinBrightPay Cloud