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Set Up Vyki for Your Company

This article covers everything administrators need to do before Payroll Managers can start using Vyki — and how to manage access and settings after launch.

Set Up Vyki for Your Company

Before anyone on your team can use Vyki, your administrator needs to confirm a few things in hh2. This is a one-time setup.

Prerequisites

  1. Confirm Payroll Manager role assignments. The Vyki chat window is only visible to users with the Payroll Manager role. Verify that anyone who needs access has that role assigned in hh2.

  2. Verify employee and manager contact records. Vyki delivers outbound notifications by SMS or email. Every employee and manager who should receive notifications needs a valid phone number or email address on their hh2 user record.

  3. Confirm Vyki is enabled for your company. Contact your hh2 Account Team if Vyki is not yet active in your platform.

Note: Vyki is available at no additional cost to all hh2 Time Tracking customers during the Beta period. Your hh2 Account Team will confirm the commercial model before General Availability.

How Vyki Uses Contact Information

Vyki sends outbound SMS and email notifications to employees and managers on the Payroll Manager's behalf. The phone number and email address on each user's hh2 record determine where those notifications go.

  • If a user has a cell phone number, Vyki sends SMS first.
  • If no cell phone is on file, Vyki falls back to their primary phone number.
  • If no phone number is on file, Vyki sends email.

Important: Employees and managers without a phone number or email address on their user record will not receive Vyki notifications. Keep contact records current to avoid gaps.

Configure Vyki Automation Settings

Vyki's automated features — automatic notifications, compliance review, and time sheet approvals — are turned off by default. Admins and Payroll Managers can turn them on when the team is ready.

Note: Automations are off by default so your team has time to get familiar with Vyki before she starts taking action in the background. Turn them on when you're ready.

Where to Find Automation Settings

Automation settings are managed in two places:

  1. Sign in to hh2 and go to Time Tracking Settings.

  2.  Locate the Vyki section.

  3. Toggle the settings on or off as needed.

The Three Automation Toggles

Setting

What It Does

Auto Notify

Vyki automatically sends missing time and approval reminders at four scheduled points each pay cycle. No manual prompting required.

Auto Correct Time

Vyki automatically updates time entries that fail compliance checks. For example, converting regular hours to overtime when federal or state rules require it. The Payroll Manager receives a summary of every change.

Auto Approve Time

Vyki automatically approves time sheets that pass all compliance checks and marks them payroll ready. The Payroll Manager receives a summary of every approval.

Important: When Auto Correct Time or Auto Approve Time is enabled, Vyki will make changes to time sheets without waiting for manual confirmation. The Payroll Manager always receives a summary email of what changed — but review that carefully before running payroll.

Turning Automations On Through Vyki

Payroll Managers can also enable automations directly from the Vyki chat window without going to Settings:

"Enable automatic notifications"

"Turn on automated compliance review"

Vyki will confirm what's being turned on before making the change.

 

Manage User Access to Vyki

Grant or Remove Chat Window Access

Access to the Vyki chat window is controlled by the Payroll Manager role in hh2. To grant or remove access:

  1. Go to the user's profile in hh2 Admin.

  2. Add or remove the Payroll Manager role.

  3. The change takes effect on the user's next login.

Stop Outbound Notifications for a Specific User

Vyki sends notifications based on the contact information on each user's record. To stop notifications for a specific employee or manager:

  1. Open the user's profile in hh2 Admin.

  2. Remove or clear the phone number and email address fields.

Vyki will no longer have a delivery address for that user and will skip them when sending notifications.

Note: This approach stops notifications without deactivating the user's hh2 account. Use it when a specific person should be excluded from Vyki outreach but still needs access to hh2.

Multiple Payroll Managers

Multiple Payroll Managers can use Vyki at the same time. Each user has their own independent conversation — there are no shared or group chats. When automations are running, Vyki sends the payroll status summary email to all active Payroll Managers.