Use roles and access levels to control what your team can see and do. Roles define overall permissions, while access levels let you get more specific.

We’ll show you how to use them together to set up the right access for everyone.

User roles are predefined permissions that determine a user’s default access. To set them up, go to Configuration → User Roles.

There are four standard roles available:

The account owner has unrestricted access to all areas of the platform. Only one account owner can be assigned to each account. Ownership can be transferred to another employee through the Manage account tab in Settings.

Administrators have unrestricted access to all areas of the platform, and the number of administrators is not limited. To assign this role, open the Administrator access level and go to the Assigned section.

A manager has additional rights over their team members. The role is hierarchical: if Manager A manages Manager B, then Manager A can also manage the users assigned to Manager B.

To assign a manager role, go to the Company structure section in the employee’s Profile data and select the manager in the Manager field.

This default role applies to any new user. Employees access only their own data and the information shared with them. They can receive most additional permissions through Access levels.

Depending on your company structure, you may need to assign different access levels to different user groups or individual users.

With access levels, you can customize employee information and give any of the three types of users specific rights to view or edit employee profiles.

​

Employees are divided into two main groups, with a third group that combines everyone:

There are three types of access levels:

You can manage the access levels of specific employees and teams more precisely by adding custom access.

To add a custom access level:

Click Add custom access level to save your selection. The page will then display a summary of the new access level.

Access levels are organized by different data categories.

There are eight defined categories of employee profile data. You can access them by going to People > Employee > Employee profile data.

There are 2 categories for payroll management:

This access level defines permissions for the Reports module.

Each employee custom module has its own access level. When you create a new one, a new access level section is automatically created and needs to be configured.

There are four default employee custom modules:

This also applies to other areas, like employee documents, company custom modules, and company documents.

There are four categories:

The Journeys management category controls who can manage journey categories and their permissions.

When you create a new journey category, the system automatically creates a new access level. You need to set this up to decide who can use it.

The Whistleblowing category is unavailable by default. Once you create a Whistleblowing channel, the new category will be created in your Access levels settings.

Some events, like birthdays and work anniversaries, are hidden by default and not visible to any user. To make these events visible, an administrator must update the settings for specific access levels.

The following events require changes in the listed access levels: