Custom security groups

Available for the following HR plans: Standard, Premium, Platinum
Available for the following User Access level: Admin    

Employment Hero has designed our Custom Security feature to be flexible. An employee in your organisation can manage the asset register or assign learning to your employees, but not see the asset register. By using the Custom Security feature you can create security groups that can access certain features, and base this access on an Employees List or team.

Interactive learning

The below will show you how to use the feature using interactive means, for example, a video overview of the feature or an interactive demo showing how to set up custom security access for reviews.

Interactive demo overview of the feature

Watch a video

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 Custom Security Settings submenu.
  3. Click the New Security Group button.
    screenshot of the custom security settings page, highlighting the new security group button
  4. Complete the following fields:
    • Group name.
    • Description.
    • Set permissions for - Determine if you wish to enable functionality for all employees, specific individuals or teams. 
  5. 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: his 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. 
    • Contractors:  The Contractors tab works the same for contractor files on the platform. 
      • All contractors.
      • Reporting Contractors
    • Other Permissions - Here you can grant access to entire features or modules on the platform.
    screenshot of the custom security settings page, showing where to add info for a new security group

    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.

  6. Click the Create button.
    screenshot of the bottom of the page where to add a new security group, highlighting the create button

Search which security groups a user is in

  1. Click the Settings menu.
  2. Under General Settings, click the Custom Security 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.

    screenshot of the custom security settings page, highlighting the search bar where you type a name

Data management

This covers how to manage what you have already setup 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 Custom Security Settings submenu.
  3. Click the Actions dropdown button.
  4. Click the Edit button.
    screenshot of the custom security settings page, highlighting the actions dropdown and edit buttons for a security group
  5. Make the required changes.
  6. Click the Save button.
    screenshot of the edit custom security settings page, highlighting the save button

Delete a security group

  1. Click the Settings menu.
  2. Under General Settings, click the Custom Security Settings submenu.
  3. Click the Actions dropdown button.
  4. Click the Delete button.
    screenshot of the custom security settings page, highlighting the actions dropdown and delete buttons for a security group
  5. Click the Delete button.
    screenshot of the delete group popup, highlighting 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 Leave, 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 customisation around access and management. Click this link for more information on how to set up Teams and Team Leaders.

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 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 use 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. See this article to learn how to create 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.
Superannuation Details.
Employee File (Non-Payroll 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 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 Errors.
Uploaded Documents.
Leave Requests.
Goals and OKRs. Company Level.       
Team Level.       
Personal Level.       
Expense Claims (Expense Management).           
Leave Requests (Leave management).           
Reports (Engagement report).           
Reports.           
Reports (Assigned Learning report).           
Rostering Management.        
Timesheets.           
Safety module.        

Access options: Contractors

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

Access option: Other permissions

Security group. Standard. Premium. Platinum.
Post announcements to everyone.      
Post announcements to teams.        
API Access.      
Manage asset register.        
View asset register.         
Knowledge base.      
Leave calendar (My Leave Page HR web platform).         
Leave Requests (Upcoming Events feature Swag app)      
Offboarding.         
One-on-one (1:1)      
Onboarding (Onboarding employees).      
Onboarding (Issue Employment Contracts).      
Onboarding (Global teams)      
Trigger Onboarding Checklists.      
Re-activate employee.      
Issue employee contracts.      
Policies.      
Recruitment settings (Hiring mangers can edit recruitment settings).      
Recruitment (Manage all aspects of recruitment)      
Review settings.      
Template management.      
Uploaded documents      
Web Hooks.      

What happens to custom settings access when I downgrade my plan?

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.

csspermissions

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

cssrevisions

Are any notifications trigged?

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 Custom Security 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

Can I grant access to additional information tab?

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

Can I grant access to certification settings?

Yes you can grant access to certification settings. First go to the Custom Security 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.

Can I grant access for employees to upload documentation? 

Yes you can grant access for employees to upload documentation. First go to the Custom Security 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.

Can I grant access to employee requisitions?

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

Explore related content

  • Team Settings This feature allows you to create a new team when the need arises within your organisation, you can also edit existing information, disable a team, and delete an entry.
  • Updating your company employment settings This feature allows you to customise your platform settings; for example, you can set what timesheet type you use.
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