Platform Usage Articles

There are three distinct user roles available on the Playroll platform. Each role provides different levels of access to ensure operational control and data privacy. Review the table below to understand the capabilities of each role.

Role Types

• Admin: Full access to all features and settings.
• Approver: Can approve relevant employee transactions but has limited editing rights.
• Readonly: View-only access to relevant data.

Permissions Matrix

Managers can review, approve, decline, or undo employee leave requests directly from the Leave Management section.

How to Manage Employee Leave Requests

✅ Step 1: Go to the Employees Tab

Select the "Employees" dropdown from the left-hand navigation panel.

✅ Step 2: Open the Leave Section

Click on the "Leave" sub-category. A notification icon will appear if there are any pending requests.

✅ Step 3: Review Leave Requests

This opens the Leave Management screen where you can view the duration, type, and reason for each leave request.

✅ Step 4: Approve or Decline the Request

To approve a request, click the Green check mark. To decline, click the Blue X mark.

✅ Step 5: View Additional Details

Click on the "i" icon to view more information about the leave request.

✅ Step 6: Undo an Approval if Needed

Once a request is approved, the employee will be notified. To undo the decision, click the Blue backwards arrow.

Following these steps ensures you can efficiently manage leave requests and maintain accurate records across your team.

Approve or decline employee expense requests by accessing the Expenses tab under Employees in the Playroll platform.

How to Manage Employee Expense Requests

✅ Step 1: Open the Employees Menu

From the navigation panel, click on the "Employees" drop-down tab.

✅ Step 2: Select the Expenses Sub-Category

Click on the "Expenses" sub-category. A notification icon will appear here when employee actions are pending your review.

✅ Step 3: View Expense Requests

The Expense Requests screen displays all expenses currently awaiting approval.

✅ Step 4: Review Expense Totals

At the top of the page, you can view the total value of expenses that have been approved and those still pending approval.

✅ Step 5: Review Individual Expense Requests

Scroll down to see a detailed summary of each employee’s expense request.

✅ Step 6: Approve or Decline Requests

On the right-hand side of each summary block, use the available buttons to approve or decline the expense request.

You can view country-specific employment guidelines, including public holidays, using the Country Playbooks tool on the Playroll platform. Follow the steps below to access this feature.

Steps to View Country Playbooks

1. Select the Tools drop-down from the navigation panel and select the Hiring Guides category.

2. A pop-up window will appear to direct you to the hiring guides library on the Playroll website. Click on Explore Country Guides to proceed.

3. This will display a comprehensive guide, allowing you to search for the relevant country and its specific information.

The Hiring Guide provides detailed insights into local employment conditions, including a list of public holidays under that country’s employment terms.

Employees can securely view and download their monthly pay slips in Playroll using their unique login credentials.

How Employees Get Their Monthly Pay Slips

✅ Step 1: Log in to the Playroll Platform

Each employee uses their personal credentials to log into the Playroll platform securely.

✅ Step 2: Navigate to the Pay Slips Section

From their dashboard, employees can access the Pay Slips section found under their profile.

✅ Step 3: View or Download the Payslip

Monthly pay slips are displayed here and can be downloaded in PDF format for personal records.

Secure and Easy Access

All pay slip data is securely stored and accessible only by the individual employee. This ensures privacy, compliance with data protection regulations, and 24/7 access from anywhere.

Benefits of Digital Pay Slips

• Convenient and secure access from any device
• Environmentally friendly and paperless
• Easy document storage for future reference

Due to strict data protection laws across various territories, Playroll does not display employee personal data on the client-facing portal unless the employee has explicitly consented to sharing specific information.

Consent-Based Data Access

During the onboarding process, employees are given the opportunity to consent to the sharing of certain personal information with their employer. If consent is granted, you will be able to view:

• The signed employment agreement
• Employee payslips

Only the data categories explicitly approved by the employee will be visible on the platform.

Why Consent is Required

This practice ensures compliance with global data privacy laws such as GDPR and similar regulations. It protects employee privacy while offering you access to essential employment records, when permitted.

Accessing Additional Information

If an employee has not provided consent but you need specific information, contact our Support team. They will facilitate access through secure and compliant channels.

Employees will be able to log their leave requests and requests for expenses directly on the Playroll platform. The employee's approver will then be notified to approve or decline the request.

Please note the cut off date for the approval of expenses to be included in the current month's salary is the 10th of the month.

Yes, Playroll offers a range of employee benefits across most supported territories. These benefits can be tailored to align with both local regulations and your company’s compensation strategy.

Available Employee Benefits

Based on the country of employment, Playroll can facilitate access to benefits such as:

• Medical insurance
• Pension and retirement savings plans
• Life and disability insurance
• Meal vouchers and food stipends
• Remote work equipment support

Customizing Benefit Packages

Benefit availability and structure vary by region due to local laws and employment practices. To explore options for a specific location, use the Add Employee function in the Playroll platform or contact your dedicated Customer Success Manager (CSM) for personalized support.

Why Offer Additional Benefits?

• Enhances employee satisfaction and retention
• Improves your competitiveness in local job markets
• Ensures compliance with benefit standards in each country

No, you don’t need to be an expert in local labour laws to hire internationally through Playroll. The platform is designed to guide you through compliant hiring practices in every supported country.

How Playroll Ensures Legal Compliance

When you add a new employee, Playroll prompts you to complete their employment terms. For each section—such as working hours, notice periods, and benefits—the system provides:

• Country-specific legal minimum requirements
• Recommended best practice terms

If an entry falls below the minimum legal threshold, Playroll highlights it with a red warning note.

This system ensures your employment offers are legally compliant while remaining competitive and fair for international hires.

Benefits of Built-In Labour Law Guidance

• Reduces the risk of legal non-compliance
• Eliminates the need for external legal consultations
• Simplifies and accelerates the hiring process

You can make changes to an employee's contract by logging in to the Playroll Platform and following the steps outlined below.

Steps to update an employee contract

1. Navigate to the Employees dropdown list on the left-hand panel of the screen.

2. Select Contracts. This will display all employees on your main screen.

3. Use the Search for a specific employee filter to locate the individual whose contract needs to be updated.
4. Once found, click the Make Changes button to the right of their profile.
5. Make the required edits and proceed to Step 2: Compensation & Legalities.

6. Update the terms of employment as needed. Then proceed to Step 3: Sign & Add Addendum.

If you are the authorised signatory, you can sign the addendum directly. Otherwise, clicking the button will send the document to the designated signatory for completion.

Please note that the addendum needs to be signed by the authorized signatory before any changes take effect. 

For any changes to be effective within the month the addendum needs to be signed before the cut off. If signed after the cut off the changes will only be effective from the first of the following month.

The Playroll Cost Calculator provides an estimated breakdown of all applicable taxes and the total cost to company when hiring in a selected country. This tool helps you assess financial implications before making international hiring decisions.

How to Access the Cost Calculator

1. Log into your Playroll account.
2. Navigate to the Tools section from the main dashboard.
3. Select the Cost Calculator tool.

Once inside the calculator, enter the relevant job and compensation details to view estimated values for:

• Employer social contributions
• Employee tax deductions
• Total cost to company
• Estimated net salary for the employee

Disclaimer on Estimates

The figures provided are preliminary estimates and may vary based on individual circumstances such as residency status, benefits, and applicable local tax regulations. Final calculations will be confirmed during the onboarding process.

You can add users to your company profile on the Playroll platform by following the steps below:

Steps to add a new user

1. Log in to the Playroll platform.
2. Click on the Settings option located at the bottom of the Navigation Panel on the left-hand side of the screen.

3. Select the Users tab.

4. Enter the user's name and email address. Choose their access level as either Read only, Admin, or Approver.

5. The invited user will receive an email from noreply@playroll.com with a link to set up their password and log in. They will then have access to your company profile.

You can add an employee to the Playroll platform by following the steps below:

Steps to add an employee

1. Click the Add Member button located at the top right of your screen, then select Add Employee.

2. This action will launch the employee onboarding flow. Begin by filling in the employee’s basic information in Step 1.

3. Once Step 1 is completed, click on Step 2: Compensation & Legalities.
4. Fill in the required compensation and legal details. After completing this section, click on Step 3: Sign & Add Addendum to MSA.

5. If you are the authorised signatory, you can sign the addendum immediately to complete the onboarding. If not, clicking the Approve Terms button will automatically send the addendum to the authorised signatory. Once signed, the platform will reflect the updated status.

You can log incentives, bonuses, and commissions for your employees through the Playroll platform. These entries will be included in the employee's payroll for the selected month.

Steps to log an incentive or bonus

1. Go to the Employees tab in the navigation pane and select Incentives.

2. Select the employee receiving the incentive.
3. Enter the incentive amount in the Bonus or Commission field.

4. Click the Save button to confirm the entry.

Ensure you log incentives before the payroll cut-off date so that the payment is processed in the current month's cycle.