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Linked Accounts

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Overview

Linking OnTheClock accounts is a useful way to manage payroll for multiple businesses at once. This feature is especially helpful for accountants who use OnTheClock to manage multiple clients.

Setup

For Accountants Requesting Account Access

  1. Step 1: Log in as an administrator via browser.
  2. Step 2: Navigate to “Settings,” then “Accountant Dashboard.”
  3. Step 3: Click “Request Access to Client Account.”
  4. Step 4: Enter the client email and click “Request Access.”
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  8. For Businesses Requesting Account Access

  9. Step 1: Log in as an administrator via browser.
  10. Step 2: Navigate to “Settings,” then “Linked Accounts.”
  11. Step 3: Click “Request Access to Another OTC Account.”
  12. Step 4: Enter the account’s email address and click “Request Access.”

What to Expect

Granting Account Access

Follow these steps to securely grant your accountant access to your OnTheClock account. This process ensures proper permissions for payroll exports and reporting.

  1. Step 1: Click the link in the access request email sent by your accountant to begin the approval process.
  2. Step 2: Sign in to your OnTheClock account as an Administrator using a web browser.
  3. Step 3: Navigate to Settings → Time Clock Settings.
  4. Step 4: Select the Advanced Settings tab.
  5. Step 5: Under Who Can Access My Account, click Approve Connection to confirm accountant access.
Approve Connection option under Advanced Time Clock Settings in OnTheClock
Example of the approval option under Advanced Settings.
Settings navigation showing Time Clock Settings in OnTheClock administrator view
Navigation path for granting accountant access.

Accountant Dashboard Export

The Accountant Dashboard Export allows administrators to download a detailed report of companies linked to their accountant account. This export helps track client connections, billing assignments, and account status in one place. Only administrators can access this report.

What’s Included in the Export

The export provides the following columns:

  • Company Name – The client company linked to your accountant account.
  • Contact Name – The primary contact person at that company.
  • Email – Contact email for the company or assigned individual.
  • Billed To – The account responsible for billing.
  • Status – Current connection status (Connected / Disconnected).

How to Export the Accountant Dashboard Report

  1. Step 1: Log in to your OnTheClock account as an administrator.
  2. Step 2: Navigate to Settings.
  3. Step 3: Select Accountant Dashboard.
  4. Step 4: Click Export.
  5. Step 5: Choose your desired file type (CSV, Excel, or PDF).
  6. Step 6: The file will download to your device.

Business Use Cases

Here are some common ways accountants use this export:

  • Client Management: Track which companies are actively connected to your accountant account.
  • Billing Oversight: Verify which accounts are being billed and ensure accuracy.
  • Audit Preparation: Maintain records of active vs. inactive clients for compliance.
  • Communication: Quickly identify client contacts and their email addresses.
  • Disconnection Review: See which accounts have disconnected and may need follow-up.

Linked Accounts Export

The Linked Accounts Export allows administrators to download a detailed report of all accounts linked together in OnTheClock. This export provides insights into company connections, billing assignments, and account statuses—helping you efficiently track relationships between multiple accounts. Only administrators can access this export.

What’s Included in the Export

The export contains the following columns:

  • Company Name – The linked company account.
  • Contact Name – The main contact person for that account.
  • Email – The email address of the linked contact.
  • Billed To – The account responsible for billing.
  • Status – Indicates whether the account is Connected or Disconnected.

How to Export the Linked Accounts Report

  1. Step 1: Log in to your OnTheClock account as an administrator.
  2. Step 2: Navigate to Settings.
  3. Step 3: Select Linked Accounts.
  4. Step 4: Click Exports.
  5. Step 5: Choose your preferred file type (CSV, Excel, or PDF).
  6. Step 6: The file will download to your device.

Business Use Cases

Here are some common ways administrators use this export:

  • Account Linking: Review which accounts are actively connected to your organization.
  • Billing Oversight: Confirm which account is responsible for billing linked companies.
  • Compliance: Maintain an accurate record of account relationships for audits.
  • Disconnection Tracking: Identify accounts that are no longer linked and determine if follow-up is required.
  • Client Communication: Access contact details for all linked accounts in one place.

Troubleshooting

A
The request will remain pending and no access will be granted until the other account allows access.
A
Only account administrators can grant access to an account when requested.
A
No — Link as many accounts as you need to.
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Only Administrators can view and export this report.
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CSV, Excel, and PDF.
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Yes. The Status column shows whether accounts are connected or disconnected.
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Some fields may not be filled in by the linked account’s contact.
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What's Next

Accountants Program

Learn how to join OnTheClock’s accountant program.

Transfer Employees

Learn how to transfer employees between OnTheClock accounts.

Unmerging Profiles

Learn how to unmerge profiles with matching emails.