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.
Depending on the configuration of your access role, you may or may not have access to this feature. Please check with your Admin for access control.
1. Default Roles
a. Admin
The workplace's creator is automatically assigned the default role of Admin.
This role grants you access to all data, modules, and functionalities within the workplace. You cannot adjust the accessibility of this role but can add other users as co-admins.
b. Employee
All active employees are assigned the role of Employee by default, with the exception of those who have resigned.
In this role, employees can self-manage their information. The level of access can be chosen, but adding or removing members is done automatically and cannot be manually updated.
2. Understand Employee Data & Feature Access
a. Employee Data
Employee Data is the information stored in employee profiles, which includes Personal Info, Job Info, Contract details, Documents, Payrolls, Payslips, and more.
You can limit the role's access to employee profiles using the following options:
All employees including resigned ones
All employees (excluding resigned employees)
Direct & indirect reports
Direct reports
Employee Groups: the person who has this access can manage only the profiles of the added groups
Personal data only: this option only applies to the Employee role
Examples
HR Manager needs access to all employee profiles to be able to oversee recruiting process, on/offboarding, employee documents, performance results, etc.
Heads of Department need access to Direct & indirect reports to manage their department's performance results, pay information, employee details, etc.
You can also customize the levels of access to employee data:
No Access
View Only
View and Edit
b. Feature Access
Feature Access (or Features) specifies the actions a role is allowed to perform in certain modules or features.
Examples
HR Manager manages the Human Resource Department, which includes overseeing the management of employee information, on/offboarding, time tracking, payroll, and performance appraisal, as well as multiple functioning reports. Therefore, HR Managers need access to:
Employee data: of all employees, including resigned ones
Features: almost all modules. Except for subscription details, access control, and company settings, since HR Manager does not manage these aspects.
Recruiters need to manage hiring, posting jobs, and create new profiles, which would require access to:
Employee data: specific groups and cannot access data of work schedule, offboarding details, payroll, payslips, documents
Features: Recruitment, Manage Employees - Hiring (i.e., create new employee profile), Report - Recruitment Pipeline
3. Create New Role
Go to Company Setting by clicking on the ⚙️ icon > Permissions
In the Role menu, click on New
Enter Role Name and Description (optional)
Click Create to confirm the action
4. Define Role's Permissions
Go to Company Setting by clicking on the ⚙️ icon > Permissions
In the Role menu, click on a role to view more details
In the Permissions tab, define which Employee Data members in this role will have access to and what they can do with the data
Scroll down to Features and check the boxes to enable access rights
Click Save to confirm the action
📌 Note: The Admin role has defaulted to have access to all modules and features. You CANNOT define the access of this role.
5. Add or Remove Members from a Role
Go to Company Setting by clicking on the ⚙️ icon > Permissions
In the Role menu, click on the role you want
Click the Members tab to add or remove a member:
Add: type employee name and press Enter.
Remove: hover your mouse cursor over employee name and click Remove.
📌 Note: The option "All active employees (excluding resigned employees)" will be automatically added to the Employee role. You CANNOT add or remove members in this role.
6. Delete Role
Go to Company Setting by clicking on the ⚙️ icon > Permissions
In the Role menu, click on the role you want to delete
Click More (or the ••• icon) at the top-right corner
Select Delete from the drop-down menu
Click Delete again to confirm action
📌 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.