In any organization, different roles require different levels of access to systems, data, and actions. Certain positions need expanded access to perform their duties effectively, while regular roles for employees typically have limited permissions.
Custom role creation allows businesses to fine-tune access control, ensuring each user has the right level of permissions without overexposing sensitive information or critical functions. In this article, we’ll walk through the process of creating custom roles tailored for key positions, including:
IT Specialist
Finance Department Role
Office Manager
Creating a role for IT Specialist
Creating a role for IT Specialist
The IT Specialist role is required for people responsible for managing and maintaining the company's assets. This role ensures proper tracking, allocation, and lifecycle management of assets.
To add a role, complete the following steps:
Go to Settings > Security > Roles & permissions.
Click +New role.
Provide role name, e.g., IT Specialist and description if required.
Assign the role to employees.
In the Permissions > Document section, allow editing of the folder with hand-over protocols. So, the user can add files to this folder.
In the Permissions > Other section, allow editing the Assets tab of the employee profile.
In the Company > HR section, select the Edit option for Manage assets permission. This will provide access to the Assets tab and allow employees to add, edit, and delete assets within the company.
In the Company > Reports section, select the Assets register option to provide the user access to this report.
In the Company > Setting section, provide access to Integrations, Asset fields, Asset categories, Authentications, API keys.
Save the role when all permissions are provided.
Creating a role for the Finance Department
Creating a role for the Finance Department
This role can be used for employees handling financial data and salaries.
To add a role, complete the following steps:
Go to Settings > Security > Roles & permissions.
Click +New role.
Provide role name, e.g., Finance personnel and description if required.
Assign the role to employees.
In the Permissions > Job section, allow editing of the Compensation field and viewing the Job information. So the user can update the salaries of each employee within the company and view their job history. You can also allow viewing the Time off section, if you need financial personnel to track employee absence.
In the Permissions > Document section, allow editing of the folders required for financial departments. So, the user can add files to this folder.
In the Company > Reports section, select the Monthly payroll, Compensation history, Working hours, Leave used, Leave requests, and Leave balance options to provide the user access to these reports.
Save the role when all permissions are provided.
Creating a role for the Office Manager
Creating a role for the Office Manager
To add a role, complete the following steps:
Go to Settings > Security > Roles & permissions.
Click +New role.
Provide role name, e.g., Office Manager and description if required.
Assign the role to employees.
In the Permissions section, select View or Edit for the fields you wish this user to see and change within the other employee profile.
In the Company > General section, select Publish announcements & polls and Manage announcements & polls permissions, so the employee can post, edit and delete announcements & polls on the company home page.
In the Company > HR section, select the Edit option for Manage assets permission. This will provide access to the Assets tab and allow employees to add, edit, and delete assets within the company.
In the Company > Reports section, select the Celebrations options to provide the user access to this report.
Save the role when all permissions are provided.