Setting Up Payslip PINs (as an Administrator)

The Payslip PIN is an additional security measure that protects your employees' payslip documents. Even after logging in to JustLogin, an employee must enter their Payslip PIN before they can open and view their payslip — whether they access it through the JustLogin website, mobile app, or email. As an administrator, you can assign and manage Payslip PINs on behalf of your employees.

Steps how to enable Payslip PIN: 

• Check if the option to release payslip via email is enabled.

Step 1: Go to

Step 2: Click on

Step 3: Under the tab, click on sub-tab

Step 4: Make sure that the Notify employees (email & mobile notification) upon payrun approval and after payslip release date.

Once this feature is enabled, administrators can set up the Payslip PIN even before employees log in to their account. This is done during the initial employee data upload.

How the Payslip PIN Works

• Employees are prompted to enter their Payslip PIN before opening any payslip, regardless of which access method they use.
• You can assign a default PIN to employees when their accounts are first created.
• Employees can change their assigned PIN to one of their own choosing at any time. For instructions, see Setting Up the Payslip PINs (as an Employee)

Ways to Set Up a Payslip PIN

As an administrator, you have two options for assigning Payslip PINs:

• Payslip PIN Setup Page: Generate or manually assign PINs to employees through the Payroll module — individually or in bulk.
• During Employee Import: Include Payslip PINs as part of the employee record import process.

Option 1: Payslip PIN Setup Page

Finding the Setup Page

Once the feature is enabled, navigate to the setup page:

1. Go to Payroll.
2. Select Configuration.
3. Click the Payroll tab.

4. Open the Payslip PIN Setup subtab.

   

If no PINs have been assigned yet, the page will appear blank or list employees with a Missing status.

Understanding the Setup Page

A summary at the top of the page shows the following counts for all employees with Payroll module access:

• All: Total number of employees with access to the Payroll module.
• Missing: Employees who do not yet have a Payslip PIN assigned.
• Set: Employees who already have an assigned Payslip PIN.

Setting Up a PIN for an Individual Employee

To generate a random PIN for an employee:

1. Locate the employee in the list.
2. Under the Actions column, click the Generate Random PIN (refresh) icon.
3. The Generate Payslip PIN window will appear, confirming the employee's name.
4. Choose whether to notify the employee by email:
   • Checkbox unticked: The PIN is generated and saved, but no email is sent. You will need to share the PIN with the employee manually. Click Generate to save without sending an email.
   • Checkbox ticked: The PIN is generated and an email containing the new PIN is sent to the employee automatically. Click Generate and Send Email to save and notify the employee.

A confirmation message will appear at the top right of the screen, and the employee's status will update to Set or Set (Email Sent) accordingly.

Once a PIN is set, additional actions become available for that employee:

1. Generate Random PIN (refresh icon): Generates a new random PIN, replacing the existing one.
2. Edit PIN (pencil icon): Lets you manually update the employee's existing PIN.
3. Email icon: Sends the employee's current PIN to their registered email address.
4. Reset PIN: Removes the employee's existing PIN entirely.

To resend the existing PIN to an employee via email:

1. Locate the employee and click the Email icon under the Actions column.
2. A confirmation window will appear.
3. Click Send Email to confirm and send.

To reset (remove) an employee's PIN:

1. Locate the employee and click the Reset PIN icon.

   

2. The Reset Payslip PIN confirmation window will appear.

3. Click Reset PIN to confirm.

   

After resetting, the employee's status changes back to Missing and they will be able to open their payslips without entering a PIN. No email notification is sent for this action.

Setting Up PINs in Bulk

To manage Payslip PINs for multiple employees at once:

1. Under the All section, tick the checkbox next to each employee you want to include.
2. Auto Generate PIN: Generates a random six-character PIN for each selected employee. You may also opt to notify employees via email.
3. Send PIN Email: Sends an email containing the current PIN to each selected employee's registered email address.
4. Reset/Remove PIN: Removes the Payslip PINs for all selected employees, allowing them to open payslips without a PIN.

5. Import: Assign PINs for multiple employees by uploading an import file.

   

• Follow the on-screen confirmation prompt to complete the action.

After a bulk auto-generate, the page will display a summary showing how many PINs were successfully set and how many email notifications were sent. Employee statuses will update to Set or Set (Email Sent) accordingly.

Option 2: Payslip PIN During Import

You can also assign Payslip PINs during the employee import process. This is especially useful when setting up a new account or onboarding multiple employees at once, as it lets you assign PINs without having to do so individually afterwards.

For detailed steps on importing employee records with Payslip PINs included, refer tge steps below.

1. Click the dropdown beside the admin name and select the User Admin menu.

   

2. Go to the Enhanced Bulk Import tab. 

3. Download the blank template. 

4. Open the file and look for the column in the orange section called Payslip PIN.

5. Enter a four-digit PIN for each employee.📌 Note: Please note that the Payslip PIN must be unique for every employee.

   

6. Save the file, go back to the Enhanced Bulk Import page, and drag or drop the file into the designated area. 

7.  Click the Import button. .

8. A confirmation window will appear asking, “Are you sure you want to import the details?” Click YES.

9. Wait for the confirmation. A success message will appear once the upload is completed.

   When the payslip is released to the staff via their email, they will be prompted to enter the PIN they have input before they can view the contents.

   📌 Note: This will only affect the payslips that will be released after PIN creation.