One of the important sections of the PeopleForce system. They make it possible to set up the visibility and access to modules in the system, simplify the process of working with the system.
Now we have new Permissions 2.0. You can read about them here.
Our team can help with data transfer on new account with Permissions 2.0.
Before providing employees with access to the system, this is the first thing you should set up.
In the settings, go to the Security block and select Permissions. By default, there are three main roles: Employee, Manager, and Admin. The administrator's role and rights in the settings are set by default.
What settings are there:
1. First block. What can this role do?
2. Second block. What can this role see?
See about themselves
See about subordinates
See as a team manager
See as a team member
See about others
For example, we will work with the most basic role Employee. To set access rights for this role, you need to select the "Employee" role and click the "Edit" button in the upper right corner. There is a “Copy” button next to it. It will come in handy when you need to create a new role with similar access rights and minor changes.
When creating a role, you can rename it and add a description to it.
The same while editing.
First, you need to configure all modules for the role. For example, in the General tab, select what this position will see and what actions with employees will be available.
Publish announcements. If you give access to publishing announcements, the employee will be able to publish any news on the Home page of your company profile. Additionally, you can give access to editing news by activating the "Manage announcements" field. You can read more about what announcements are and how to add them in the article.
Company calendar. This setting allows the employee to see the company calendar.
Add events. You can also provide access to adding events to the company calendar.
Section "Employees". This setting gives access to permission to see the Directory tab.
Add new employees.
Send welcome letters. Provides the ability to send invitations to other employees to log in to the system.
Reset passwords. Any role that has the password reset right activated will be able to reset the password for any employee in the company.
8. Enable/disable employee self-service. If self-service to the system is disabled, the employee will not be able to log in to their account and receive notifications from the system by email.
9. Terminate employees. Provides the ability to fire employees, they can then be found in the Directory tab with the "Inactive" filter.
10. Manage Onboarding. Editing the onboarding process, adding and completing tasks, and adding comments.
11. Manage Offboarding. Editing the offboarding process, adding and completing tasks, and adding comments.
12. Manage Probation. Ability to edit the probation period and keep track of who is currently on the probation period.
13. Change employee photos. Ability to edit and delete photos in employees profiles.
14. Delete employees. Complete deletion of the employee's profile from the account database (you can return the profile to the system through the support)
15. Manage knowledge base. This setting activates the Knowledge base in the employee's profile for viewing, and optionally for editing. For this, select the appropriate option, either "View" or "Edit". If the status is "None", the database will be disabled for a specific role.
16. Manage company links. Provides the ability to add, delete, edit company links on the Home page.
17. Manage suggestions. Provides the ability to manage the status of ideas in the company sent by employees.
Now let's move on to the first module.
In the PeopleHR block, you can choose the ability to change the vacation policy for employees, team management and company property.
Update employee leave policies
You give the right to update the Vacation Policy to each employee.
None: the Team tab will not appear on the employees’ page.
View: there is access to view Teams.
Edit: adding, editing, deleting Teams.
None: Assets tab is not available.
View: an employee will have access to view the existing property.
Edit: adding, editing, deleting property.
Access to recruitment module
If the company has employees who sometimes participate in the hiring process and interviews, you can apply the first checkbox in the settings and skip the rest (if the employee is not a recruiter manager, and he needs to provide access only to certain vacancies in which he takes participation).
Hiring Plan. Provides access to the Hiring Plan section, which is formed on the basis of vacancy applications. You can read more about applications through forms in the article.
Manage test templates. This access allows an employee to create tests, export data. Read more in the article.
Export data. Provides the ability to export vacancies lists and candidates base from the system.
Vacancies. You can give full or limited access to viewing vacancies to employees who do not fully participate in recruiting.
Show all vacancies - Can view all vacancies within the company
Create new vacancies - Can add new vacancies within the company
Show vacancy salaries - Can see the minimum and maximum salary expectations of vacancies
Show all candidates - Can view all candidates within the company
Manage candidates - Can add new candidates, edit candidates and move candidates between stages for the vacancies they are a collaborator of
Manage offers - Can create, send and view sent offers for the candidates they can view
Delete candidates - Can delete any candidate the user has access to
Show candidate salaries - Can see the desired salary of candidates
In the Perform block, you can give access to the following functions:
Manage Performance Reviews
With the "Projects" permission, the employee will be able to view or edit (create and delete also) projects in the company that is in the PeopleTime module.
With the "None" status, the Projects tab on the admin panel is not available.
By enabling "Manage Surveys", the employee will be able to create, edit surveys in the system, work with the PeoplePulse module.
Ability to view reports on all data in the system. You can generate any report on the personal information of employees, on salary, on working hours, on used days off, on day off balances, on assets and headcount, etc. You will have access to reports for each connected module.
Create custom reports: if an employee has access to creation of reports, he/she can create his/her own. Read more about reports in the article.
You can also select from the list the reports to which you would like to allow access to users with a specific role.
Give users access to specific sections of PeopleForce settings, so they can customize the platform.
GENERAL: General, Billing, Alerts, Import, Integrations, Webhooks.
MAIN: Home, Calendars, Locations, Divisions, Departments, Positions, Holidays, Employment types, Skills, Forms
PEOPLEHR: Leave policies, Work patterns, Pay schedules, Onboarding, Offboarding, Probation policies, Termination reasons, Termination types Employee Fields, Asset categories, Document templates
PEOPLEPERFORM: 1-on-1 types, Competencies
PEOPLERECRUIT: Career Site, GDPR, Vacancy Fields, Candidate Fields, Pipelines, Disqualify reasons, Sources, Applicant levels, Scorecards, Offer Templates, Email Templates, Interview Templates, Resume Templates, Vacancy Tags, Applicant Tags
SECURITY: Permissions, Authentications, API keys
Open each module one by one and set the settings for the employee and access to any actions at your discretion.
Second block. Visibility and actions with fields in the employee card
Below, we can configure the visibility and actions with fields in the employee card.
On the first tab, we configure for the employee the visibility of their personal data.
Select See about themselves, and find access to editing custom fields in the employee profile. Usually, on the first tab, an employee can edit almost all fields of their card.
None: by selecting this value, the employee does not see the selected field in the profile.
View: this field is shown to the employee on the card for viewing only.
Edit: the employee sees and can edit this field.
Then we select the employee's access to the rest of the system functionality in their profile.
In all the following tabs, the settings are identical. The main feature is that they give access to personal data of other employees.
See about subordinates
This is the visibility for an employee of information about their direct or indirect subordinates. When setting up, we indicate what exactly an employee will see in the profiles of subordinates, and what information about them an employee can edit.
See as a team manager
View as a team manager. This is access for the team manager to information about team members. This access may involve viewing and editing members' personal data. It can be made more extensive. An article on creating teams can be found here.
See as a team member
View as a team member. This is access to information about other members of the team to which an employee belongs.
See about others
This is what a person can see about other employees of the company with whom such a person is not connected in any way. You set all the settings individually, according to the rules of your company.