Creating a security group is guided through a step-by-step process that makes it easier to understand what access you're granting and to whom.

1. Click the Settings menu.
2. In the Security & Access Control section, click Permissions.
3. Click the Add Permission button to create a new security group.

4. Detail & Access: Complete the following fields:

   • Group name: Give your security group a descriptive name that clearly explains its purpose (e.g., "Payroll Admins" or "HR Managers").
   • Description: Add an optional description to provide more context about this group's purpose.
   • Whose data can this group access: Define the scope of employee and contractor data this security group can access:
     • Employee Access: Choose from All employees, Direct reports only, Teams, Locations, Worksites, or No employees.
       • Teams, Locations, and Worksites employee access: Only available to Platinum, Employment Plus, and Employment Unlimited users.
     • Contractor Access: Choose from All contractors, Reporting contractors, or No contractors.

   Click Next to continue.
   

5. Employee Permissions: Configure which actions this security group can perform on employee data. Permissions are organized by modules to make them easier to find:

   • Use the search bar to quickly find specific permissions (e.g., search "leave" to find all leave-related permissions)
   • For each module, select the appropriate access level: View, Modify, Delete, or Use
   • Hover over the information icons to understand what each permission allows

   Click Create to continue.
   

6. Contractor Permissions: If you selected contractor access in Step 1, configure the permissions for contractor data. Click Next to continue.

7. Step 4 - General Permissions: Select any platform-wide permissions that don't relate to specific employee or contractor files, such as:

   • Leave calendar access
   • Recruitment management
   • API access
   • Announcement posting

   Click Next to continue.

8. Review: Review your security group setup before finalizing:

   • Check the group name and description
   • Verify whose data this group can access
   • Review the permissions summary, which shows both full and partial permissions
   • Use the Edit buttons to return to previous steps if changes are needed

   Click Next to continue.
   

9.  Select Members: Choose which users will be assigned to this security group. You can search for specific employees by name.
10. Click the Save button to create your security group.
    

1. Click the Settings menu.
2. Under Security and Access, click the Permission 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 Rosters 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.

   

Permission Templates make it faster and easier to create security groups by providing pre-configured permission sets for common organisational roles. This feature helps reduce setup time while maintaining the flexibility to customise permissions as needed.

1. Click the Settings menu.
2. In the Security & Access Control section, click Permissions.
3. Click the Add Permission button to create a new security group.
4. On the template selection page, choose from one of the available templates:
   • HR Administrator: Pre-configured with permissions for HR-related functions and employee management.
   • Payroll Administrator: Includes access to payroll and financial details, with relevant custom reports.
   • Recruitment Manager: Contains permissions specifically related to recruitment and hiring processes.
     
5. Click Use Selected Template after selecting your desired template.

6. The template will pre-fill the security group creation process with:

   • Group name (which you can edit)
   • Description (which you can edit)
   • Relevant permissions based on the selected role

   You'll then go through the same step-by-step process as creating a group from scratch, but with the template's settings already filled in.

7. Review the pre-filled permissions and modify them if needed. You can:
   • Add additional permissions
   • Remove permissions that aren't required
   • Adjust access levels as necessary
8. Complete the remaining steps to select members and save your security group.

You can make quick edits to basic details or use the step-by-step wizard to modify more complex settings.

1. Click the Settings menu.
2. In the Security & Access Control section, click Permissions.
3. Click the Actions dropdown button for the security group you want to edit.
4. Click the Edit button.
   
5. You can now:
   • Quick edit: Make changes to the group name, description, or group members directly on this page
     
   • Advanced edit: Click the edit buttons next to specific sections to return to the step-by-step wizard for more detailed changes to data access or permissions
     
6. Click the Save button to apply your changes.
   

1. Click the Settings menu.
2. In the Security & Access Control section, click Permissions.
3. Click the Actions dropdown button.
4. Click the Delete button.
   
5. Click the Delete button.
   

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.

Permission Settings Templates are currently available for Platinum users only. Standard and Premium users will continue to use the regular Permission Settings process. Templates are designed to make the creation of security groups faster and easier by providing pre-configured permission sets for common organizational roles.

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

You can now set up Teams and Team Leaders to allow for more customisation 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.

You can limit security group access to employees in specific locations, similar to how team-based access works. This allows you to grant permissions based on where employees are physically located.

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

Direct Relationships: These are straightforward, one-to-one connections.

• Direct Employee: A specific employee's profile you can directly access.
• Direct Manager: You are officially assigned as the primary or secondary manager of an employee.
• Direct Reporting Employee: An employee who directly reports to you as their primary or secondary manager.

Indirect Relationships: These are relationships derived from the organizational hierarchy, involving multiple levels.

• Indirect Employee: An employee whose profile you can access through the reporting structure, but not directly.
• Indirect Manager: A manager who is higher up in the organizational hierarchy, but not your immediate manager.
• Indirect Reporting Employee: Employees who report to your direct reporting employees, or further down the line. This is often referred to as "skip-level" reporting.

Visualising the Example

Let's use the example provided with Elizabeth, Grace, Jen, and Michelle.

• Elizabeth (You)
  • '---> Grace (Direct Reporting Employee)
    • '---> Jen (Direct Reporting Employee of Grace)
      • '---> Michelle (Direct Reporting Employee of Jen)

Applying the Definitions

Direct:

• Grace is Elizabeth's direct reporting employee.
• Jen is Grace's direct reporting employee.
• Michelle is Jen's direct reporting employee.

Indirect:

• Jen and Michelle are Elizabeth's indirect reporting employees.
• Michelle is Grace's indirect reporting employee.
• Elizabeth is an indirect manager of Jen and Michelle.

Indirect Manager:

• Elizabeth is an indirect manager of Jen and Michelle, because she is a manager of Grace, who is a manager of Jen, who is a manager of Michelle.

Simplified Explanations

• Direct: "Who reports to me directly?"
• Indirect: "Who reports to the people who report to me, or to the people who report to them, and so on?"

If you choose to downgrade your plan, you may lose access to some features available on the plan you have changed from. When this occurs, you will see a prompt for features that you previously set on your old plan that are not available to your new plan, requesting that you review your permissions.

On the Permission Settings page, you will also be notified of any groups affected by your plan downgrade, with a Revisions Needed status message.

No, neither granting nor revoking Admin access will trigger an email notification to be sent to the affected user. The same goes for granting permissions via Permission Settings. Affected users will not be notified that their access has changed. They may just simply notice a difference in the appearance in the platform and the fields and features available to them when they next log in

No, only admins and the employee's managers will be able to access the employee's Additional Information tab.

Yes you can grant access to certification settings. First go to the Permission Settings feature, and click the Other Permissions tab. Then if you scroll down to the General Setttings section you will see a Use option you can select for Certifciation Settings.

Yes you can grant access for employees to upload documentation. First go to the Permission Settings feature, and click the Other Permissions tab. Then if you scroll down to the Uploaded Documents section you will see a Use option you can select, and then your employees can upload their own documents.

Yes, you are able to give users access to View, Modify and/or Delete the employee requisition management workflows through your organisation's Permission Settings feature.