Setting up access levels for employees

Padmini Krishna

Updated 05 March 2024 06:55

The simplest way to provide and restrict employee access to different features of the platform is to assign the relevant access levels to employees.

Access levels are primary user roles preconfigured with policies that provide access to features in accordance with the named job function.

You can configure one or more of the following access levels for any employee:

Access level	Description
Everybody	A default access level assigned to all employees. This access level does not enable employees to view everyone's information. Access levels also correspond to system groups, which are the primary mechanism of grouping users on the platform. The Everybody system group simply represents all employees in the business.
Employee	A default access level assigned to all employees. You can assign just this access level to employees to enable them to do only the following: View only their own employment, personal, benefits, and payroll information. Edit their personal information. Use the self-service platform to perform HR and payroll actions, such as submitting requests, uploading required documents, downloading salary payslips, and more.
Manager	An access level assigned to people managers. Depending on your organization's policies, employees with this access level can view some details (for example, employment, personal, and dependents' information) of their direct reports. They can also approve requests for letters, leave, and expense reimbursements.
Payrollmanager	An access level assigned to payroll officers. Employees with this access level can perform payroll administration tasks, such as generating, editing, validating, and exporting data from pay runs.
Payrolladmin	An access level assigned to senior payroll officers whose responsibilities might include the following: People management Design and administration of payroll policies Decision-making and approval in matters of employee payroll administration In addition to the tasks that employees with Payrollmanager access can perform, employees with this access level can close pay runs, generate and download employee salary payslips, and more.
Divisionadmin	An access level assigned to senior HR professionals. An employee with this access level can perform all tasks of employees with Hrmanager access but only for employees in their own division.
Insuranceadmin	An access level assigned to HR professionals whose responsibilities include managing benefits, such as medical insurance, for employees.
Hrassistant	An access level assigned to HR professionals. An employee with this access level can view personal and employment information of all employees, but not any employee payroll information. They can also manage leave assignments.
Hrmanager	An access level assigned to senior HR professionals whose responsibilities might include the following: People management Design and administration of HR policies Decision-making and approval in matters of employee administration In addition to the tasks that employees with Hrassistant access can perform, employees with this access level can do the following, and more: Add employees to the platform View additional employee information, such as information about benefits Edit personal and employment information of employees View and manage all employee tasks View leave reports
Hradmin	An access level assigned to senior HR professionals whose responsibilities might include the following: People management Design and administration of all employee policies Decision-making and approval in matters of employee administration In addition to the tasks that employees with Hrmanager access can perform, employees with this access level can do the following, and more: Request, access, and manage employee documents View and manage payroll information of all employees View and approve all employee requests Configure and customize all platform settings (as a platform admin)
Superadmin	An access level assigned to platform admins with expertise in configuring and troubleshooting the platform.

Assigning access through audiences

Access levels correspond to system groups, which are the platform's default user groups. System groups are an out-of-the-box capability, available to you right from your initial business set up, to help you get started with setting up access to the platform for different employees.

The platform also enables you to configure custom access to different features to dynamic user groups. These groups are called assignee groups or audiences. Using audiences, you can granularly select the employees whom you want to enable or restrict from accessing a feature, task, or any information.

When defining audiences, you can quickly select employees in any or all of the following ways:

Select employees that match requirement criteria related to employee administration, such as organization unit, employee grade, and more.
Manually select individual employees
Use scripting to select employees that match any other custom criteria. For example, you can select employees based on job role, gender, and more.

Access provided using audiences supersedes access provided by system groups; If you add an employee to an audience that can access a feature, the employee will be able to access it even if they are part of a system group that does not have access.

For detailed information, see Audiences.

To configure the access levels for an employee, do the following:

Go to the profile of the employee for whom you want to set up access levels.

The Employment tab is displayed by default.
Go to the Account tab.
In the upper-right corner of the profile, click Edit profile.
In Access level, select all the access levels you want to assign to the employee.
Click Save.

Setting up access levels for employees

Assigning access through audiences

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