Defining Client Access Groups

Client access groups define the clients, cost centers, and sub cost centers a user can access. Use the Client Access Groups form to manage user access to clients, cost centers, and sub cost centers. Access this form in (Back Office) under System|Change.

Assign a client access group to any service provider in the system. After entering initial setup information (name and ID), you can restrict clients in one of several ways.

Permit and restrict user access to these entities using the panels on this form. Different panels display for different Assignment Method values. Use the Assignment Method panels and procedure that most closely matches your organization's requirements. For example, if Grant Access to all Clients with exceptions is selected, Restricted Clients, Restricted Cost Centers, and Restricted Sub Cost Centers are visible.

Note: The system includes a feature for grouping clients into cost centers and sub cost centers. For example, you can have one cost center and sub cost center for clients in the Northeast and another for clients in the South. Use these groupings to control client access at a high level.

To do this

Perform these steps

Set up a client access group

You must define basic information about the group before you can add clients, cost centers, and sub cost centers to a client access group.

When you set up PrismHR for the first time, you need to specify a value in the Assignment Method field.

After users and client companies are created, return to this screen to set up further restrictions.

Enter a Group ID.

Enter a descriptive Group Name.

Select the Assignment Method to define the group. Different panels display based on the Assignment Method that is selected.

Grant access to all clients, cost centers, and sub cost centers

You can create a client access group with no restrictions, though there is no specific Assignment Method for this option.

Select Grant access to all Clients with exceptions in the Assignment Method field. Do not assign any clients, cost centers, or sub cost centers.

Restrict access to clients and cost centers

Use the Restricted Clients and Restricted Cost Centers panels to specify clients that a user cannot access.

To restrict access to specified clients and cost centers:

Select Grant access to all Clients with exceptions in the Assignment Method field.

Enter each Client ID in the Restricted Clients panel. The Client Name displays.

Enter each Cost Center ID in the Restricted Cost Centers panel. The Cost Center Name displays.

Grant access to specified clients

Use the Authorized Clients panel to specify clients that a user can access. The system automatically restricts access to all other clients.

To grant access to specified clients:

Select Grant access to specified Clients in the Assignment Method field.

Enter each Client ID in the Authorized Clients panel. The Client Name displays.

Grant access to specified cost centers and sub cost centers

Use the Authorized Cost Center panel to specify cost centers and sub cost centers that a user can access. The system automatically restricts access to all other cost centers and sub cost centers.

To grant access to specified cost centers and sub cost centers:

Select Grant access to specified Cost Centers in the Assignment Method field.

Enter each Cost Center and Sub Cost Center in the Authorized Cost Center panel. The Cost Center Name and Sub Cost Center Name displays.

Grant Security Access by Client Assignments

Administrators can assign security access to Client Access Groups according to the client assignments made on the Company Account Form.

Select Grant Security Access by Client Assignments in the Assignment Method field to grant the users specified in the Account Assignments fields on the Company Accounts form.

View and edit existing groups

You can view and edit existing client access group data at the same time.

To view an existing client access group:

Enter the Group ID and tab into the next field. The group data populates on the form. If you don't know the ID, click Group ID to view a complete list.

Assign a client access group to a user

Once you create one or more client access groups, you must assign one to every new user. Assign client access groups on the Users form with the Client Access Group field. This is a required step during new user creation. You can also use this field to assign a new client access group to a user.