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Grant feature access to employees through security groups

Naomi
Updated

Available for the following plans: Standard, Premium, Platinum, Unlimited
Available for the following user access level: Admin    

Platform admins automatically have access to all the features on the Employment Hero platform. Other user types, like employees and managers, do not have the same access to everything. Their default access is limited to the features that they have to use regularly.

Admins can grant custom access to certain features through Security & Access Settings. To do that, you have to edit the security group, pick the feature you need, and add the needed people or teams. This article shows you how to do that. To learn which features you can give custom security access to, please refer to this article: Features that managers and employees can be given access to.

Daily activities

These are written steps covering what you might do daily with this feature. Like for example, adding a new security group or searching for someone who already exists in a security group.

Add a security group

  1. Click the Settings menu.
  2. Under General Settings, click the Security & Access Control submenu.
  3. Click the Permissions button.
  4. Click the Add permission button
  5. Complete the following fields:
    • Group name.
    • Description.
    • Set permissions for - Determine if you wish to enable functionality for all employees, specific individuals or teams. 

  6. Choose the corresponding tab for the permissions you want to set:

    • Employees: The Employees tab allows you to set permissions for specific areas of an employee file.
      • All employees: Enabling permissions under the All Employees tab will provide the security group access to chosen features for all employees in the platform.
      • Reporting employees: This will provide the security group users access to employee files if they are the primary, secondary or indirect manager.
      • Teams: This will provide the security group users access to employee files if they are listed in a specific team. 
      • Locations
      • Worksites

    • Contractors:  The Contractors tab works the same for contractor files on the platform. Please note: Contractors can not be assigned to Security groups to receive additional access. Only employees can be added. 

      • All contractors.
      • Reporting Contractors

       

    Important

    To understand the terms used in the Security Group permissions page and the access you can grant in each section, please refer to the Further information section of this article.

  7. Click on the next page to select Employee permissions
  8. Click on the next page to select General permissions
  9. Review your selection
  10. Click the Save button.

Search which security groups a user is in

  1. Click the Settings menu.
  2. Under General Settings, click the Permissions Settings submenu.
  3. Click the search bar.

  4. Type the name of the employee whose security group you want to see.

    Important

    You will only see the security groups where the employee was added as an individual. This search will not show security groups where an employee was added as part of "All Employees" or a team.

    For example, in the image below, employee "Eren" was added as an individual to the Schedule and Recruitment groups. If he was added to another security group via the admin clicking "All Employees" or Eren's team, this security group will not show up in the search below.

Data management

This covers how to manage what you have already set up feature-wise. So, for example, how to edit an existing security group or delete a security group you no longer need.

Edit a security group

  1. Click the Settings menu.
  2. Under General Settings, click the Permissions Settings submenu.
  3. Click the Actions dropdown button.
  4. Click the Edit button.
  5. Make the required changes.
  6. Click the Save button.

Delete a security group

  1. Click the Settings menu.
  2. Under General Settings, click the Permissions Settings submenu.
  3. Click the Actions dropdown button.
  4. Click the Delete button.
  5. Click the Delete button.

Key things to note

Two versions

There are two versions of this feature: Basic Security Access for standard and premium users and Advanced Security Settings for platinum users. Please refer to the Access Option premises in the Further Information section for more information.

Product limitation

Due to product limitations, the Headcount, Termination, and Compliance reports include directly reporting employees only. While the time off, Timesheet, and Shout Out reports include both directly and indirectly reporting employees.

Team leaders

You can now set up Teams and Team Leaders to allow for more customization around access and management. Click this link for more information on how to set up Teams and Team Leaders.

The Teams feature is only available on the Platinum and Unlimited plans. If you’re on a lower plan and don’t see this option, it is not included in your current subscription.

Product terminology explained

Here we go into what our product terms mean, for example, what does Use mean or view mean? We hope to explain these specific terms so you can better know how to use the feature.

Product Definitions

Use. Allows the user to use the feature. If the feature supports modifying and deleting, then the user will have access to that function.
View. Allows the user to view the feature.
Modify. Allows the user to modify the feature.
Delete. Allows the user to delete the feature.
All staff. The user can access this feature for all employees in their company.
Teams. The user can access this feature for all members within their team.
Reporting Employees. The user defined as a primary, secondary manager or indirect manager can access this feature for all employees directly under them, but not the user themselves.
All Contractors. The user can access this feature for all contractors in their company. 
Reporting Contractors. The user can access the feature for all contractors under them.
Knowledge Base. The user can access the HR Guides section of the platform.
Team Leader. Allows the user to access and manage the details of users assigned to a team. 

Access options based on your plan

Based on your plan, you will have different custom security access options. We have broken this out below for you so you can better know what access you can get on each plan.

Access options: Employees

Security group. Access within the security group. Standard. Premium. Platinum.
Documents.    
Custom Reports.  
Employee File (Financial details). Banking Details. You can grant access as a group. You can grant access as a group. You can grant access individually.
Tax Declaration Details.
pension plan Details.
Employee File (Non-payroll deductions details). Personal Details. You can grant access as a group. You can grant access as a group. You can grant access individually.
Employment History.
Uploaded Documents.
Emergency Contacts.
Work Eligibility.
Management Notes.
Audit Trail.
Certifications.
Medical Disclosure Statement.
Employee File (payroll deductions details). Employment Details. You can grant access as a group. You can grant access as a group. You can grant access individually.
Employment History.
Pay Details.
Benefits (Allowances).
payroll deductions Errors.
Uploaded Documents.
time off Requests.
Total compensation
Goals and OKRs. Company Level.    
Team Level.    
Personal Level.    
Expense Claims (Expense Management).        
time off Requests (time off management).        
Reports (Engagement report).        
Reports.        
Reports (Assigned Learning report).        
schedule Management.    
Timesheets.        
Safety module.  

Access options: Contractors

Security group. Standard. Premium. Platinum.
File details.
Document details.
Safety module for contractors.
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