Set up roles and permissions
Settings, then Roles, lists the system roles and, on Pro and above, lets you create custom roles with the permissions you choose, grouped by module. Assign a role to a user under Settings, then Users.
Open the roles list
Go to Settings and select Roles. The page is titled Role Management. Each role is listed with its Description, Type (System or Custom), whether it has Admin Access, how many Permissions it holds and how many Users have it.
Create a custom role
Custom roles are available on Pro and above. On other plans the page shows a notice and the roles are fixed.
- Select Create Role.
- Enter the Role Name, such as "Payroll Officer", and an optional Description.
- Tick the Permissions the role should have. They are grouped by module, such as attendance, leave and payroll.
- Select Create Role.
Give a role only the permissions its job needs. For example, a role for junior HR staff who manage attendance should include the attendance permissions and leave out the payroll and salary ones.
Edit or delete a custom role
- Select the pencil icon to open the role. The Role Details card holds the name and description. The Permissions card lists every permission by module, with Select All and Deselect All to change a whole list at once.
- Select the trash icon to delete a custom role. You are asked to confirm.
- System roles show View instead. They cannot be edited or deleted.
Assign a role to a user
- Go to Settings, then Users. The page is titled User Management.
- Find the person and select Role.
- Choose the role and save.
The Employee column shows whether the user is linked to an employee record. A user marked Not linked has no employee record yet. Use Link employee in the row menu to connect them.
Related
Questions people ask
Which roles exist by default?
Four system roles: Admin (full system access), HR (human resources management), Manager (department management and approvals) and Employee (self-service access only).
Can I change the Admin, HR, Manager or Employee role?
No. System roles open in view-only mode so you can see their permissions. To give someone different access, create a custom role.
Why can't I create a role?
Custom roles are a Pro feature. On other plans the Roles page shows a notice and only the fixed system roles.
What does Has Admin Portal Access mean?
It shows whether the role can open the admin portal. It is set automatically when you assign any permission other than the employee self-service ones, so you do not tick it yourself.
How do I give a person a different role?
Open Settings, then Users, and select Role on the person's row.