Access to Payroll using the Windows App

If you do not know if you should use the Windows App, read the below to help determine if you should follow this guide

1. You may currently already use a remote desktop to access your payroll if you open this up directly from your desktop currently.
2. You will want to use this method of connecting if you need to export files from your payroll system onto your computer via a mapped file drive.
3. Using this method also offers the convenience of not needing to use a web browser and launching the desktop directly from an application on your computer.

If you have answered yes to any of the above three points then you will want to read the below guide to install and connect through the Windows App

The Windows App is a single application that can handle the connection to multiple desktop resources and it is available to download directly from the Microsoft Store. Most organisations will allow employees to manage their own downloads from the Microsoft Store, however, if you are unsure please do speak to your IT team and provide them with the email we sent to you inviting you to test your preview system.

 

Download the Windows App application

Step 1 - Install the Windows App

In your windows search bar, search for the Microsoft Store and open it.

 

Search for the Windows App in the store search bar.

 

 

If not already installed there will be a button to install. When installed you will be able to open the application from the Windows Store.

 

 

Step 2 - Login to the Windows App

 

Once installed, you can access the Windows App from your desktop by searching for it in your windows toolbar.

 

If you are opening the application for the first time you will be presented with a welcome screen, you can read these pages by clicking “Next” or click the “Skip” option to skip to the main landing page.

 

When you open the Windows App on the landing page for the first time, having not connected your payroll account yet, you will notice that you are logged in with your organisational credentials. Select your initials on the top right tool bar to begin the connection of your payroll account.

 

Select the sign in with another account option underneath your organisational account, and enter in your payroll username (with email domain) and click next.

 

 

Enter your password and click sign in.

 

You will be asked to provide more information to keep your account secure - this information is the setting up of multi-factor authentication. To do this you will need an authentication app on your mobile device, such as Microsoft Authenticator, or a mobile phone number to receive a text message. Click the next button to continue.

 

Select your payroll account from the list of available accounts to continue with.

 

 

Step 3 - Setting up your MFA

The default method for the first step in setting up your MFA is to use the Microsoft Authenticator app which you can find in the app store of your mobile device, if you don’t already have this. This will come at no cost to you so can be used on your personal mobile.

If you do not wish to or can’t use this app for any reason then you have a few options as shown in the above image.

1. There is link above the blue “Next” button: “I want to use a different authenticator app”. When you select this option you will step through a wizard to set this up.

2. There is a link below the blue “Next” button: “I want to set up a different method”. When you select this option a box will appear with a drop down to select to receive your MFA codes by phone or email instead.

Using the default Microsoft Authenticator application is the recommended route. Clicking the blue “Next” button will select the default method and you will be presented with the below screen. Select “Next” again to start the setup.

Open (download if you haven’t already from the app store on your mobile device) the Microsoft Authenticator application and select the plus button on the top bar of the app screen.

You will be presented with some options, the best option is to use the camera on your mobile device and select “Scan QR Code”, this will open your camera, point it towards your screen so it can view the QR code.

There is no need to take a picture, when the QR code comes into view it will automatically capture it and add it as a connection. Keep your application on your mobile device open for the next step.

Once done, click the next button to complete the MFA connection.

On your mobile device you will receive a box asking you to enter a number to confirm the connection. Type this in and select “Yes”. Once completed you will then be able to select the next button to complete the setup.

The below screen confirms the first stage of your MFA connection is complete. Click the “Next” button again to move onto setting up a back-up method.

 

Step 3 - Setting up a back-up MFA connection

It is sensible to setup another way to confirm it is you trying to access your account. This is useful should you lose access to the Microsoft Authenticator application on your current device or no longer have access to the telephone number or email provided.

Enter your phone number and chose whether you want to receive the code by text message or spoken over an automated voice call.

You will also have the option to select a different method as you did in setting up the primary method for MFA.

Once this form is completed to your preferences, click the next button.

You will receive a code by your configured preference, enter this code onto the next screen and click the next button.

Your setup is complete, click next for a final time to view the summary of your MFA configuration.

Click “Done” to complete the setup. You will then be taken to the landing page of the Windows App, logged in as your payroll user account.

On the left hand tool bar of the Windows App. Select “Devices”. You will then be shown the available connections for your user account.

Click the blue “Connect” button for the Payroll Desktop application.

You will be asked to enter the password for your account and click the blue “OK” button.

Please note, if you select the “remember me” checkbox underneath the password entry box you will not be asked to follow this step on your next login. Check with your IT/Information Security team on their preferred use of this feature.

You will be asked for your MFA code from the method you setup above and then the desktop will open. Your use of the payroll system won’t change from your normal use. Once you have completed your work, sign out from the desktop using the windows icon on the desktop toolbar, selecting your account and then “Sign Out”.

 

 

Helpful Tips

You can ‘pin’ the Windows App to your windows toolbar for easy access next time. While the app is open, right click the icon on the toolbar and select to pin it.

You can also pin the desktop to your home screen inside the Windows App so you don’t need to navigate to the devices page each time.

On the devices page, click the three dots next to the blue “Connect” button and select “Pin to” and then “Pin to home”.

The Payroll Desktop will now be accessible in your home page of the Windows App.