ESS - Adding Contractors
In some situations, you may want trusted contractors or external administrators to access Employee Self Service (ESS) for specific tasks, such as approving leave, progressing workflow requests, or providing cover during peak periods and staff absences. Please refer to the below instructions for assistance with this:
1. Create a Contractor Record in PayGlobal
Add the contractor as a new employee record in PayGlobal.
Assign them to a Period code that is not linked to payroll (i.e., a non-paid period code). If such a Period code does not exist, create one specifically for contractors.
Do not assign any payroll elements or calendars to the contractors' Period code.
2. Configure ESS Access and Approver Role
In the contractor’s employee record, go to the Appointments tab.
Assign the appropriate WAP to the contractor so they can act as an approver for leave or timesheets, as required. Ensure their WAP has an ESS security profile attached.
The contractor’s email address must be unique and not used on any other active or inactive employee records. This is especially important if your organisation uses Single Sign-On (SSO).
3. Provide ESS Login Details
Provide the contractor with their ESS login credentials.
If your ESS environment uses multi-factor authentication (MFA), the contractor will be prompted to set this up on their first login.
For more information regarding MFA for ESS, see Employee Self Service MFA
4. Single Sign-On Considerations (If Applicable)
If your organization uses SSO, all users, including contractors must authenticate via SSO.
Confirm with your IT team that the contractor’s email domain is recognized by your identity provider.
5. Validate Access
Ask the contractor to log in to ESS and confirm they can access the required approval functions.
Ensure the contractor does not appear in payroll runs or receive payslips.
If any issues arise (e.g., login problems, duplicate emails, or SSO conflicts), review the employee record and ESS configuration.
Once the contractor has been setup with ESS access, you can then assign them to Admin Roles as appropriate - for more information regarding this process, see ESS - Assigning Admin Roles to an employee