Defining a user's role and accessibilities is critical for running a smooth workplace and freeing up the admin to focus on other essential responsibilities.

HR coordinators, C&B, Recruiters, and others can be assigned to roles with varying levels of Employee Data and Feature access.

Let's take a look at the two default roles on Grove HR before we started:

  • Admin: This is the default role for the workplace's creator. All modules and functionalities are accessible to the administrator. You CANNOT change the role's accessibility, but you can add new members.

  • Employee: All active employees are assigned to this role by default (excluding resigned employees). They have the ability to manage their own data. You can choose the level of access, but you CANNOT add or delete members.

In this article, you'll learn:

Understand Employee Data and Feature access

Employee Data is the information of employees in your workplace. You can set several degrees of access to employee data:

  • All employees including resigned ones

  • All employees (excluding resigned employees)

  • Direct & indirect reports

  • Direct reports

  • Personal data only: applies to the Employee role by default

Feature access (or Features) specifies the actions a role is allowed to perform in certain modules or features.


Create a new role

  1. Go to Company Setting by clicking on the ⚙️icon > Permissions

  2. In the Role menu, click on New

  3. Enter Role Name and Description (optional)

  4. Click Create to confirm action

Fill out new role

Define a role's permissions

  1. Go to Company Setting by clicking on the ⚙️icon > Permissions

  2. In the Role menu, click on a role to view more details

  3. In the Permissions tab, define which Employee Data members in this role will have access to and what they can do with the data

    Define permission access
  4. Scroll down to Features and check the boxes to enable access rights

  5. Click Save to confirm action

📌 NOTE:

  • The Admin role is defaulted to have access to all modules and features. You CANNOT define the access of this role.


Add or remove members from a role

  1. Go to Company Setting by clicking on the ⚙️icon > Permissions

  2. In the Role menu, click on the role you want to add member

  3. Click the Members tab to add or remove member

    • Add: type employee name and press Enter.

    • Remove: hover your mouse cursor over employee name and click Remove.

📌 NOTE:

  • All active employees (excluding resigned employees) will be automatically added to the Employee role. You CANNOT add or remove members in this role.


Delete role

  1. Go to Company Setting by clicking on the ⚙️icon > Permissions

  2. In the Role menu, click on the role you want to delete

  3. Click More (or the ••• icon) at the top-right corner

  4. Select Delete from the drop-down menu

  5. Click Delete again to confirm action

Delete role

NOTE:

  • Default system roles (Admin and Employees) cannot be deleted.

  • If there are employees assigned to the role being deleted, they will lose the role's permissions

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