User Roles

Creating User Role

To create a role navigate to Admin > User Management > User Roles. Click on “Add” and fill in the necessary fields using the information below

• Role Name: This is the unique name for the role. Note: You will be unable to change the role name once saved.
• Scope: This is the organisational coverage the role will possess. Note: It is only relevant for roles which have the “Manage Employee” permission.
  • Global: Allows access to all employees across the organisation
  • Regional: Allows access to all employees in the same region (this is determined by the setting on the region screen) as the employee to which this role is assigned
  • National: Allows access to all employees in the same country as the employee to which this role is assigned
  • Local: Allows access to all employees in the same location as the employee to which this role is assigned
  • Custom: Allows access to employees in selected location(s)
• Preset Role: This is the existing role on which the initial permissions of the role is based. As an example if you need to create a role for training manager, you could select HR user as the preset role and then remove all unnecessary permissions from the role.
• Module: This is the current module for which sections are populated in the “Sections” dropdown
• Section: This is the current section for which screen permissions are displayed in the “Screen” section
• View Permissions: Check this box to give the current role permission access to the relevant module, section, function or screen
• Add Permissions: Check this box to give the current role permission to add new entries to the relevant screen
• Edit Permissions: Check this box to give the current role permission to add modify existing entries from the relevant screen
• Delete Permissions: Check this box to give the current role permission to delete existing entries from the relevant screen
• Function: This list special functions for which permission can be given
  • Add Employee: This permission is required to be able to add an employee
  • Approve On Assignment: This permission determines if a leave is automatically approved when assigned to another employee by users attached to this role.
  • Change Password: This permission is required to change user password
  • Delete Employee: This permission is required to be able to delete an employee
  • Manage Employee: This permission allows the user access to employees based on the selected scope
  • Mange Vacancy: This permission is required to be able to Add, Edit or delete Application Forms and Vacancies which are created by another user.
  • Terminate Employee: This permission is required to be able to terminate an employee
  • Access Employee Bank Details: This permission is required for a user to be able to see the bank detail section of an employee’s profile
  • Access Employee Earnings: This permission is required for a user to be able to see the employee earnings section of an employee’s profile
  • Access Employee PIM: This permission is required for a user to be able to see employee profiles other than their own
  • Approval is final: This permission allows the user to give final leave approval regardless of the current level of approval and how many levels of approvals there are.
  • Approve Payslips: This permission is required for a user to approve payroll pay cycles
  • Change Appraisal Status: This permission allows a user to change the current status of an employee’s appraisal
  • Change Profile Picture: This permission allows the change of profile picture even when 'Edit' permission to the 'Personal Details' screen is not possessed by the user
  • Change User Role: This permission is required to enable a change of user role by the user
  • Create Employee Earnings: This permission allows a user to create and save earnings for new employees (i.e. employees with no previously saved earnings).
  • Global Leave Approver: This permission allows a user to approve leave for any employee regardless of reporting line or scope
  • Manage Digital Application: This permission is required by a user to view digital applications other than theirs and ones that have their name on as an approver
• Save Button: Click this button to save changes.
• Cancel Button: Click this button to cancel changes.

Editing User Roles

To edit a user role, navigate to Admin > User Management > User Roles. Click on a user role and change the information as required (See Creating Roles). When done, click the “Save” button to save changes or the “Cancel” button to discard changes. Note: You cannot modify the role name.

Deleting User Roles

To delete a user role, navigate to Admin > User Management > User Roles. Select the checkbox beside the user role(s) you want to delete and the click the “Delete” button. Note: You cannot delete the base user roles – Admin, HR User, Employee Manager and Employee User.