Enhanced Payslip Security with Password-Protected Payslips

Audience & Scope

Audience: HR Admin

Module: Payroll

Country: Global 

Pre-requisites: Admin User group settings enabled, assigned as Payroll Manager 

Introduction

Safeguarding employee payroll information is a critical responsibility for every organization. To strengthen data security, a new feature has been introduced that enables password protection for payslips sent via email. This enhancement ensures that only authorized recipients can access sensitive salary details, adding an extra layer of protection beyond standard system access.

What is Password-Protected Payslip?

This feature allows HR teams to send payslips via email as password-protected PDF files. Each payslip is secured using a password generated from specific employee data (Date of birth or Identification number), ensuring that only the intended recipient can open and view the document.

How the Password Logic Works

The password is automatically generated based on selected employee information. Organizations can choose from identifiers such as:

• Date of Birth
• Identification Number (e.g., NRIC/Foreign Identitficaiton Number, MyKad, Passport)

The system applies location-specific logic depending on the payroll center:

• Malaysia Payroll
  • Prioritizes MyKad number
  • Falls back to passport number if MyKad is unavailable
• Singapore Payroll
  • Prioritizes NRIC
  • Falls back to employment pass if NRIC is unavailable

To ensure consistency, all identity-based passwords are automatically converted into capital letters.

Step-by-Step Guide to Enable Password Protection

Follow these steps to activate password protection for payslips:

1. Login to BrioHR
2. Hover over HR Lounge and navigate to the Payroll module
3. Select the relevant Payroll Center
4. Click on Settings, then go to the General tab
   
5. Scroll to the Payslips section at the bottom of the page
6. Enable the option for Password Protect Payslip
7. Choose your preferred password format
8. Click Save to apply the changes

Available Password Formats

You can select from the following password options:

• Employee Date of Birth
  • Format: DDMmmYYYY
  • Example: 16Nov2002
• MyKad / Passport Number
  • Format: Last 6 characters (uppercase)

These formats ensure a balance between security and ease of access for employees.

How to Send Payslips via Email

To test or use this feature, follow these steps to send payslips securely:

1. Go to the Payroll module
2. Click into the Completed Payroll Cycle
3. Navigate to Send Payslips via Email
4. Click Send Payslips
   
5. Confirm the Year, Month, and Payroll Cycle
6. Select employees
   • You can choose all employees for bulk sending
   • Or select multiple employees as needed
7. Click Send Payslip
   

Important Notes on Sending Payslips

• If password protection is enabled but required employee information is missing, the system will display an error message and prevent sending
  
• Once all required information is updated and complete, a success message will be shown, and the payslips will be sent successfully
  

This ensures accuracy and prevents incomplete or unsecured payslip distribution.

Built-in Validation for Accurate Processing

Before sending payslips in bulk, the system performs a validation check:

• If the required employee data for the selected password type is missing, an error will be triggered
• The system will prevent bulk email sending until all required information is complete

This validation process works similarly to bank file generation, helping to reduce errors and ensure smooth payroll operations.

Scope of Password Protection

It’s important to understand where this security feature applies:

Applies to:

• Payslips sent via email (PDF format)

Does NOT apply to:

• Payslips viewed within the system (e.g., employee self-service or admin portal)
• Bulk downloads of payslips by Admin

The system itself already acts as a secure environment, so additional password protection is only required for externally shared documents.

Frequently Asked Questions (FAQ)

Q: Does password protection apply to all payslips?

A: No, password protection only applies to payslips sent via email as PDF files. Payslips viewed within the system or downloaded in bulk are not password-protected.

Q: What happens if employee information is incomplete?

A: The system will display an error message and prevent payslips from being sent until all required employee data is updated.

Q: Can I choose the password format?

A: Yes, you can select from available options such as Date of Birth or identification numbers (e.g., MyKad or passport for Malaysia and NRIC or FIN for Singapore).

Q: What format is used for Date of Birth passwords?

A: The format is DDMmmYYYY (e.g., 16Nov2002).

Q: How is the identification number used as a password?

A: The password will use the last 6 characters of the selected identification number, automatically converted to uppercase.

Q: Can I send payslips to multiple employees at once?
A: Yes, you can select all employees or multiple employees to send payslips in bulk.

Ownership

By: Arveena