Return to BIK Module User Guides
Overview
This article explains how user permissions work within the Benefits in Kind (BIK) module. It outlines which users can access the module and what level of access they may have depending on their assigned permissions.
User permissions control whether individuals can access and view Benefits in Kind records within the system. Administrators can assign permissions based on organisational roles to ensure appropriate access and maintain control over sensitive payroll-related information.
BIK Module Access During the 2026/2027 Tax Year
For the 2026/2027 tax year (6 April 2026 to 5 April 2027), the BIK module will be limited to customers in read-only mode.
Customers will still be able to access the module and view existing Benefits in Kind records and historical data, but they will not be able to create, edit, or manage records directly during this period.
To support employers in meeting HMRC requirements for Payrolling Benefits in Kind (PBIK) during this transitional year, Fourth provide a fully managed service-led solution.
This service is available as a purchased add-on for customers using the payroll module within Workforce Management (WFM).
Under this service:
Fourth UK Payroll Operations will manage the setup, administration, and reconciliation of payrolled Benefits in Kind
Benefits will be processed through payroll using notional values, which appear on employee payslips
Where applicable, this approach reduces the need for end-of-year P11D reporting
Employers will have access to supporting guidance, FAQs, and a dedicated enquiry line for Benefits in Kind queries
The fully integrated Payrolling BIK module will become available as a purchased add-on within the Fourth system from 2027, ahead of HMRC’s mandatory changes.
The remainder of this article explains how BIK module permissions operate and what each permission allows users to do within the system.
Contents:
Managing BIK Module User Access Permissions
This section explains how administrators can review and manage user permissions for the Benefits in Kind (BIK) module. Permissions are assigned within the module and determine which users can access it and what actions they are permitted to perform.
Administrators can use these settings to ensure that access to Benefits in Kind data is restricted to the appropriate roles within the organisation, such as payroll teams or system administrators.
Manual Assignment:
Follow the steps below to review or assign BIK module permissions to users manually:
Go to BIK module > Users > Assign User Access
Search for and select an employee
This will present their current access summary.
To update the permissions, select User Profile (Fig.1)
Update the different permissions as required (see Permission Definitions later in this article)
Please note: As above, these permissions are limited to enabled or disabled, or read-only.
Select Next to save those permissions
The next page allows assigning locations to the user's access.
Make Location selections as required
Select Next to save and proceed
Follow the same steps for the next pages, assigning Divisions and Companies
This will complete the update to the user's access permissions.
Template Configuration and Assignment
Follow the steps below to review or assign BIK module permissions to users using permission templates:
Go to BIK module > Users > Templates and select Create a New Template
Enter a Description for this template, and then Save
A pop-up will then load, used to progress through each access group and assign the default permission for this template.
Select each access group and apply the necessary permissions
Select Save when complete
Please note: As above, these permissions are limited to enabled or disabled, or read-only.
This will save the template, which will then be seen in the template list:
Please note: A template can be updated at any time, but cannot be deleted after it has been used.
Go to BIK module > Users > Assign User Access
Search for and select an employee
This will present their current access summary.
To update the permissions, select User Profile (Fig.11)
Select the template created next to Do you wish to apply a template? and then Apply
This will update all of the selections in the employee's access.
To save those permissions, select Next
As before, the next page allows assigning locations to the user's access.
Make Location selections as required
Select Next to save and proceed
As before, follow the same steps for the next pages, assigning Divisions and Companies
This will complete the update to the user's access permissions.
Permission Definitions
Please see each permission and its definition below. The details section will include a link to the functionality that the permission pertains to:
| Permission Group | Permission Name | Selection Type | Details |
| Company Benefits | Company Benefit Type Administration |
|
Users with no access will not be able to see the Company Benefits page, thus Company Benefits. Users with Read Only access will be able to access the page and see this information. |
| Benefit Groups |
|
Users with no access will not be able to see Benefit Groups information. Users with Read Only access will be able to access the benefit groups and see this information. Users also require at least Read Only access to Company Benefit Type Administration. |
|
| Document Tracking |
|
Users with access enabled will be able to see the Document Tracking for the company selected. Users also require at least Read Only access to Company Benefit Type Administration. Users with access disabled will not be able to see Document Tracking. |
|
| Vehicle Management | Vehicle Management |
|
Users with no access will not be able to see the Vehicle Management page, thus vehicle records. Users with Read Only access will be able to access the page and see this information. |
| Users | Assign User Access |
|
Users with access enabled will be able to see the User Access pages (this article), and be able to assign user access to other users (manually or via template). Users with access disabled will not be able to see the page or assign user access to other users. |
| Templates |
|
Users with access enabled will be able to see and create access templates (this article). User must have permission to Assign User Access in order to apply them. Users with access disabled will not be able to see or create user access templates. |
|
| Employees | Employee Benefit Administration |
|
Users with no access will not be able to access employee records in the BIK module, thus not being able to see their benefits assigned. Users with Read Only access will be able to access employees in the BIK module and see their benefit records. Subject to portal hierarchy. |
| Employee Documents |
|
Users with access enabled will be able to see BIK-related documents sent to the employee from within their record. Users also require at least Read Only access to Employee Benefit Administration. Users with access disabled will not see the employees BIK Documents in their record, even if they have access to their BIK Record. |
|
| Reports | BIK Module Reporting |
|
Users with no access to reporting, will not be able to see or access the reporting page. Users with Run Reports access will be able to access the page with only the ability to run existing reports Users with Full Access will be able to access the page and create new reports, edit any existing report and be able to run these reports Users with Create/Edit Own Reports access will be able to access the page, create new reports, edit existing reports only created by them and be able to run any report. Note: Each report created has further access levels by way user and job title assignments. |
Please note: When the BIK module becomes available for full use, then more permissions will be made available, and increased access levels (including Full Access and Edit Only) will be added.
Please note: As of 9th March 2026, the BIK module Reporting functionality is not yet available. This article will be updated when it is.
Return to BIK Module User Guides
The information provided herein is for informational purposes only. It does not constitute legal, tax, accounting, or other professional advice. It describes functionality and configuration options available within Fourth's solutions and services. The appropriate settings for your organisation will depend on your specific circumstances and requirements, and Customers remain solely responsible for all decisions relating to the configuration and usage of Fourth's solutions and services. The information reflects Fourth's understanding of applicable laws and regulations at the time of publication and may not reflect subsequent changes. Customers should seek independent professional advice regarding their specific compliance requirements.
Comments
please help. our payroll person cannot get access to payroll and we need to close payroll in less than 4 hours.
Hi Christine Henney,
We can see our support team took care of your request, let us know if you need anything further.
Kind regards,
Fourth Communities Team
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