Who Vyki Is For

Two things control access

Your company needs Vyki enabled. Vyki is a paid add-on. If your company hasn’t added Vyki to its contract, Ask Vyki stays in the header but is locked, and shows a note about contacting your hh2 Account Executive.
Your hh2 role decides what you see. Only Payroll Managers see the chat window. Everyone else receives notifications.

The Five Roles

Role	How they interact with Vyki
Payroll Manager	Full access to the Vyki chat window inside hh2. Can ask Vyki to find missing time, send notifications, review time for overtime problems, approve time sheets, update time entries, and export results.
Project Manager	Receives notifications by SMS or email when time sheets are waiting on their approval. No chat window.
GL Account Manager	Receives notifications by SMS or email when time sheets are waiting on their approval. No chat window.
Group Manager / Foreman	Receives notifications by SMS or email when crew time sheets are waiting on their approval. No chat window.
Field Employee	Receives notifications by SMS or email when time hasn’t been entered for the current pay period. No chat window.

Important: Only Payroll Managers see the Vyki chat window. If you expect to see it and don’t, check two things with your administrator: that Vyki is enabled for your company, and that you have the Payroll Manager role.

The Payroll Manager

The Payroll Manager is Vyki’s primary user. She runs the conversation: asking questions, reviewing results, confirming actions, and keeping the pay cycle moving.

Everything Vyki does, she does on the Payroll Manager’s behalf. That user’s permissions, approval level, and hh2 access define what Vyki can and cannot do in any session.

What Payroll Managers use Vyki for:

Finding employees who haven’t submitted time
Sending missing time and approval reminders without picking up the phone
Reviewing time sheets for overtime problems before payroll runs
Approving clean time sheets in bulk
Updating time entries and daily comments
Checking which time has already been sent to payroll
Exporting a list to Excel or PDF
Answering questions about time sheet status across crews, projects, or the full pay period

Everyone Else: Notifications Only

For every other role, Vyki works outbound. She sends notifications by SMS or email to the people who need to act, and only when action is still needed.

What recipients see. Employees and managers get a short, plain-language message from your company asking them to do one thing: enter time, approve a time sheet, or confirm hours. The message doesn’t mention Vyki by name. It comes from a phone number and email address assigned to your company, so replies stay inside your account.

How Vyki decides who to notify. Before sending anything, Vyki checks whether the notification still needs to go out. A missing time reminder goes only to an employee who still has no time entered. An approval reminder goes only if the time sheet is still sitting at that approver’s level. Nobody gets a reminder for something they’ve already handled.

Note: Vyki uses the contact information on each user’s hh2 record. Employees and managers with no phone number and no email on file will not receive notifications. Keep contact records current.

Multiple Payroll Managers

More than one Payroll Manager can use Vyki at the same time. Each person has their own conversation. There are no shared or group chats. When Vyki runs automated tasks, her status summary goes to all active Payroll Managers.