This guide will show you how to get an overview of the Permissions assigned to each employee of your organisation in HR-ON Staff. To see the rights of a given employee, go to their Employee Data Card and click on the menu item Permissions.
Three levels of permissions
Permissions are divided into three different levels: Person, department, and company.
- Person: Roles on this level pertain to how you handle your own personal data on the platform
- Department: Roles on this level refer to how you handle the data of the employees assigned to a specific department
- Company: Roles on this level refer to how you handle data across the entire company
Every level allows for more than one role. On your HR-ON Staff account, you will find pre-made roles that you can begin with. Learn more about this in the guide Roles and Permissions.
To get the full overview of a given employee and their assigned permissions and roles, click on the role that you find at personal level. This role is typically called 'employee'. When you do this, a new window will appear in which you can see the respective permissions, for example under the categories 'access for employees', 'digital signature' and 'document templates'.
Next to each permission you will find an icon that visually marks whether the employee has access to viewing the content (an eye), editing the content (a pencil), or neither (stop-icon). In the following section we'll go through how you can add, change or remove permissions for every employee.
How to add and remove a role
It is easy to change an employee's permissions, whether you would like to add or remove one. Click on the employee's data card and go to the menu item Permissions.
To add a role, click on Add role next to either the person, department, or company level. Pick the role from the dropdown list. To remove a role, simply click on the minus icon next to the role. Once the role has been removed, the employee will lose all permissions assigned to the role in question next time the employee logs into HR-ON Staff.
How to add and remove a permission
You can assign more permissions to a role or change the options of a specific permission - e.g. from being able to view content to no longer being able to (from eye-icon to stop-icon). This can be done in two ways:
- make the change so it only applies to one specific employee (see example below)
- change the general permissions of a role (learn how to in this guide)
Admin settings
The tab admin settings lets you see the different settings that you can choose between. You will rarely need these.
You can activate a system user. The system user should only be used when you are not referring to an employee, but a system or an external person - e.g. if you use a receptionist from a shared reception. If you need said receptionist to be included in one or more of your processes - e.g. you need to nofity them that you expect a new employee on a specific day, you can activate the system user. That way the receptionist will be included in your process, and receive the message without them being an employee in your organisational chart.
Once system user is activated, you can deselect Can login which prevents the employee from logging into HR-ON Staff.
Last, but not least, you can activate Sign on behalf of. This setting allows an employee to sign documents on behalf of other employees. The title of the document will not change, but in the log of the document it will show that it was signed on behalf of an employee. In the field below that you add whom the employee in question will be able to sign on behalf of.
This guide has shown you how to gain an overview of an employee's permissions by clicking on the employee data card. Additionally, we have shown how to add or remove a role, as well as add or change a permission. Lastly, we have gone through the admin settings.