If you work with an external payroll provider, you can share employee, time off, and attendance data in two ways:
Give the payroll provider access to Calamari, so they can generate and download the reports they need themselves.
Download reports from Calamari yourself and share them with the payroll provider.
The best option depends primarily on how often your payroll provider needs the data and whether you want to give them direct access to Calamari.
Option 1: The accounting firm downloads reports directly from Calamari
If your payroll provider regularly needs data to prepare payroll, you can create a separate Calamari profile for the person representing the payroll provider.
You can add the profile under Configuration → People. Each user must have their own unique email address.
Detailed instructions:
How can I add a regular employee?
Please note that an external payroll provider added as a user in Calamari requires an available user slot in your subscription. This applies even if the person only needs access to selected data for payroll purposes.
What role should you assign to the payroll firm?
If the payroll provider should have access to reports for all employees, you can assign the person the Company Manager role.
A Company Manager can access reports for the entire organization without being given access to Calamari configuration.
Instructions for assigning the role:
How can I set up an organization manager?
Once logged in, the person from the payroll provider can go directly to the Reports section, select the required date range, and download the report. Reports in Calamari can be exported to Excel.
Instructions for exporting reports:
How can I export reports?
What reports can you share with the accounting firm?
Depending on the modules you use, you can prepare different sets of data.
In the Time Off module, you can access reports covering areas such as leave requests, used and remaining leave balances, and absence records. The Requests Report can also be used to prepare data for payroll purposes.
In the Time & Attendance module, you can report, among other things, hours worked and detailed time records. This data can then be used for payroll processing.
If the payroll provider also needs information from employee profiles, you can use the People report. The report allows you to select specific fields and filters and save a template that can be reused later.
Option 2: You download reports and share them with the accounting firm
You don't need to add a representative of the payroll provider to your Calamari account.
If your payroll provider only needs the data once a month, or if you want to share only a specific set of information, an Administrator or Manager can generate the relevant report, download it, and send it to the payroll provider using your agreed communication channel.
Which option should you choose?
If your payroll provider regularly works with data from Calamari, it may be more convenient to add a dedicated user and assign them the Company Manager role. This allows the payroll provider to download up-to-date reports independently, without involving the Calamari Administrator each time.
If you share data occasionally or want to have more control over exactly which information is provided, you can generate the reports yourself and send them to the payroll provider.