Create/edit roles

In this article you can read how to create or edit a role. A role defines what a specific user/employee can see and do in the solution.

 

1. Go to Settings in the main menu 

2. Click on Account

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3. Click on the tab "Role"

4. Click on "New role" in order to create a role or...

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... mark and edit an existing role

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5. Define the role's rights

What is the role allowed to see, what content should be available, how should the role be notified and which functions should the role have?

 

5.1. Functionality

The first step in this setup is that you should define if the roles is allowed to see the different areas or if it should be hidden.

The green icon represents that the area is visible where the red icon represents that the area is hidden.

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There is sub-areas within most of the main categories which unfolds upon click for a larger view.

 

Below, you find an example of the functionality for the employees.

 

The green icon (the building) represents that the role has access to all data.

The blue icon (gear) is a pre-defined option where you can set one or more parameters according to the functionality.

The yellow icon (the person) represents that the roles has access to see own employee data.

The red icon (the eye) represents that the specific area is hidden for the role.

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An example of what a pre-defined parameter could be

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5.1.1. Click on "Save" to save the settings

 

5.2. Views

For every module - Employees, Onboarding and Recruitment - you must configure the specific view that a user with this role should have the rights to see.

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5.3. Full view vs. Simple view

When we talk about the view of an employee profile we divide this into a "full" or "simple" view. This is based off whether the user has access to all data on an employee or just some.

 

There can be many variations from role to role in terms of what you want those be able to see on an employee profile.

Again, the points of reference are that, the green icon (the building) represents that the role has access to all data.

The blue icon (gear) is a pre-defined option where you can set one or more parameters according to the view.

The yellow icon (the person) represents that the roles has access to see own employee data.

The red icon (the eye) represents that the specific area is hidden for the role.

 

5.4. Full view of an employee profile

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5.4.1. Click on "Save" to save the settings

 

5.4.2. You can configure exactly what you want to be shown on the full employee profile

Click on "New tab" to create a new tab on the employee profile

Click on the "green plus icon" to add a widget to the tab

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Choose what widget should be inserted/added

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Your tab on the employee profile is now createdmceclip2.png

 

5.5. Simple view of an employee profile

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5.5.1. You can configure exactly what you want to be shown on the simple employee profile

You can add those exact information you want by clicking on "Add information" at the bottom and choose from the list of data or search for a specific data element.

 

TIP: You can decide the order of the information by dragging up and down the horizontal blue lines.

5.5.2. Click on "Save" to save the settings

 

5.6. Content

What content should be available within the different areas of Emply?

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Below is an example of which forms are available for the role.

 

Again, the points of reference are that, the green icon (the building) represents that the role has access to all data.

The blue icon (gear) is a pre-defined option where you can set one or more parameters according to the functionality.

The yellow icon (the person) represents that the roles has access to see own employee data.

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5.6.1. Click on "Save" to save the settings

In the example above is the role the "manager" and therefore has access to all data on all forms.

You can define specific role-permissions on a form - in order for not every user to see and edit all elements on the form.

Here you can learn how to define role-permissions on forms.

 

6. Define notifications for this role

You can decide the default settings for the notifications that this role receives. Recruitment notifications can also be set on the specific jobs and these settings will overwrite the default ones. 
The specific users can also decide these settings on their user profile.

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6.1. Click on "Save" to save the settings