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Access levels
Updated over a week ago

Depending on your company structure, you might need to give different access levels to different user groups or individual users. With Access levels, you can customize employee-level information and give any of the three types of users different rights on employee profile data.

⚠️ Access levels can only be edited by someone with an Administrator account.

⚠️With Access levels, granting access to someone’s data always supersedes not giving permission to access. For instance, if an employee does not have access to other employees' employment details but all employees are granted access, then the employee whose access was denied is granted access.

Users

In Access levels, Employees in your company are divided between two main groups and another which puts them together.

  • Employees themselves to their own data

  • Managers and managers of managers

  • All Employees: Everyone in the company

Access levels

These are the three types of access levels:

  • View: The User can only see the information.

  • View and Edit: The User can see and modify the information.

  • No access: The User cannot see or modify the information.

⚠️ By default, Administrators have the right to View and Edit any information.

Employee profile data

To access Employee’s profile data, go to People > Employee > Employee's profile data

There are seven categories of employee personal information:

  • Professional: The employee’s essential information within the company.

  • Employment details: The employee’s details relative to the company.

  • Company structure: The employee’s place in the company.

  • Personal: Personal details for the employee and personal contact details.

  • Address: Employee’s personal address.

  • Emergency contact: Who to contact in case of emergency at work.

  • Social network: Personal contact on social networking apps.

If you hover your mouse over the lock next to each employee profile data category, you can view an Access summary highlighting who can view or edit this section.

Summary

In Summary, you can see the Access level on any of the seven different categories of Employee’s personal data.

Under Employee profile data, you can edit the Access level for each category per user group.

Under each category, you can edit Access levels for each user group.

💡The I icon next to each category will remind you what relationship this category will have towards employee’s data.

Click the drop-down arrow to select any of the three options.

Confirm your changes by clicking Save changes in the top-right corner.

Access levels allow you to manage employee’s access to their own and other’s data.

⚠️ As an Administrator, the Access level menu can allow you to give access to All employee's data. When you make a decision to change the permission level for All employees, you will be asked to confirm your decision, as it could have an impact on the Employee’s data.

You will then need to type the name of the category you would like to give View and Edit access to All employees in the box before clicking Confirm.

⚠️ If you provide view and edit access to All employees, every single user will have this capability, even if No access has been selected for either Manager and above, Employees, or both.

Reports

By default, only administrators have access to reports.

You can change Access levels and select View to allow Employees to consult Reports or View and Edit to allow them to use Report’s functionalities.

⚠️ Reports can give all or selected employees access to confidential information, such as salary overview, so it is important to provide access to some only if necessary.

Custom access

Manage the access levels of specific employees and Teams more precisely by adding custom access.

Custom access will always supersede rights given to an Employee or All employees.

💡For instance, if all employees have no view-and-edit access to Company structure information other than theirs, granting custom access levels to all members of the Marketing team means those employees will have access.

1. Click Add custom access level.

2. In the right-hand sidebar, select Employee or Teams, and click on the drop-down menu to select the relevant person or team.

📌 You can create only one custom access at a time for a user or a team.

3. Under Access level, select the relevant access level for the user or team.

4. Grant access to teams by clicking the toggle and selecting which teams you would like to give access to specific teams. You can select several teams at a time.

5. Click Add custom access level to save your selection.

6. A summary of the Custom access level will be displayed on the page.

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