The following article gives you an insight to all the options within the Roles tab under "Settings".
To access this, go to "Settings" in the main menu and click on "Account"
Click on the "Roles" tab and click on the relevant role you want to edit:
1. Go to "Settings" in the main menu and click on "Account"
1.1. Go to the "Roles" tab and click on the relevant role
Click on the arrow on the left of Settings to unfold this section. This section consists of 11 sub-sections:
Here, you can define whether a user with this role should have access to the Settings module.
There are 2 icons on the right side of the Settings bar:
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Show (green):
By clicking this icon, you will be able to edit the sub-sections below without any limitations.
You will also enable this role to view the Settings option in the menu.
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Hide (red):
This icon will allow you to block the section below completely from the account.
Continue to the following chapters to read about the 11 sub-sections available within the Settings, given that you have enabled the Show icon:
Click on the arrow on the left of Account to unfold this section. This section consists of 4 sub-sections:
There are 2 icons on the right side of the Account bar:
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Show (green):
By clicking this icon, you will be able to edit the sub-sections below without any limitations.
NOTE: In order or the Account option to show in the Settings, please keep in mind you will need to enable at least 1 of the 4 sub-sections below Account: Info / Billing, Departments, Roles or Activity.
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Hide (red):
This icon will allow you to block the section below completely from the account.
Continue to the following chapters to read about the 4 sub-sections available within the Account settings, given that you have enabled the Show icon.
Info / Billing relates to the role’s permission to view the Info / Billing tab in the Account settings.
In this tab, a user can view and edit the general information on the account, the password policy, the IP access, the site address, the platform features, the employee special initials and the employee numbering.
There are 2 icons on the right side of the Info / Billing bar:
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Show (green):
By clicking this icon, you can enable this role to view the Info / Billing tab in the Account settings.
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Hide (red):
By clicking this icon, you can hide the Info / Billing tab in the Account settings.
Departments relates to the role’s permission to view the Departments tab in the Account settings.
In this tab, a user can create new departments within the organization, view and edit existing ones. Moreover, it is possible to import an entire department structure.
There are 2 icons on the right side of the Departments bar:
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Show (green):
By clicking this icon, you can enable this role to view the Departments tab in the Account settings.
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Hide (red):
By clicking this icon, you can hide the Departments tab in the Account settings.
Roles relates to the role’s permission to view the Roles tab in the Account settings.
In this tab, a user can create new roles within the organization and view and edit existing ones.
There are 2 icons on the right side of the Roles bar:
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Show (green):
By clicking this icon, you can enable this role to view the Roles tab in the Account settings.
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Hide (red):
By clicking this icon, you can hide the Roles tab in the Account settings.
Activity relates to the role’s permission to view the Activity tab in the Account settings.
In this tab, a user can view and export the activity log for the entire organization.
There are 2 icons on the right side of the Activity bar:
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Show (green):
By clicking this icon, you can enable this role to view the Activity tab in the Account settings.
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Hide (red):
By clicking this icon, you can hide the Activity tab in the Account settings.
Click on the arrow on the left of Account > Users to unfold this section. This section consists of 7 sub-sections:
Here, Account > Users refers to the permission to view the list existing users within the organization in Settings > Account > Users. Other information such as role, latest activity, creation date, department, etc. is also available here. Without the Edit users permission (see 1.1.8.2.2 Edit users), however, it will be impossible for the user to open and edit a user profile.
There are 4 icons on the right side of the Account > Users bar:
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All (green):
By clicking on this icon, you can enable this role to view the list of existing users within the organization.
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Custom (blue):
By clicking on this icon, you can customize the ability for this role to view existing users within the organization to match a specific criterion.
Example 1: If only an employee’s manager should be able to view users, you can enter the criterion “Predefined user” “equals” “Manager”.
Example 2: If you only want people within the same department to be able to view users, you can enter the element “Department” “equals” “Department access”.
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Own (yellow):
By clicking on this icon, users with this role will only be able to view their own user.
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Hide (red):
By clicking on this icon, you will altogether deny this role the ability to view the list of existing users.
Continue to the following chapters to read about the 7 sub-sections available within the Account > Users settings, given that you have enabled the All, Custom or Own icon.
Create users relates to the role’s permission to create new users within the organization.
There are 2 icons on the right side of the Create users bar:
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Show (green):
By clicking this icon, you can enable this role to see the + New User button, allowing a user to add a new user within the organization.
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Hide (red):
By clicking this icon, you will make it impossible for this role to create new users.
If you allow a user to be able to create other users, then you need to define the role hierarchy. This is done by dragging the roles in the wanted order:
As default you can only create other users with a role lower than your own. In above example the HR role can only create users with the role HR Recruitment Manager or lower - and not the HR Payroll role.
If you want a user with the HR role to be able to create other users with the same role (level), then go to 8.2.2 Create users with same role.
Create users with the same role relates to the role’s permission to create new users with exactly the same user role as the creator.
For example: If Manager can only create other users that are not Managers, this would be turned off.
There are 2 icons on the right side of the Create users with the same role bar:
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Show (green):
By clicking this icon, you can enable this role to see the + New User button, allowing a user to add a new user within the organization with the same role.
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Hide (red):
By clicking this icon, you will make it impossible for this role to create new users with the same role.
Edit users relates to the role’s permission to edit existing users within the organization.
There are 4 icons on the right side of the Edit users bar:
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All (green):
By clicking on this icon, you can enable this role to edit existing users across the whole organization.
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Custom (blue):
By clicking on this icon, you can customize the ability for this role to edit existing users within the organization to match a specific criterion.
Example 1: If only an employee’s manager should be able to edit users, you can enter the criterion “Predefined user” “equals” “Manager”.
Example 2: If you only want people within the same department to be able to edit users, you can enter the element “Department” “equals” “Department access”.
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Own (yellow):
By clicking on this icon, users with this role will only be able to edit their own user.
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Hide (red):
By clicking on this icon, you will altogether deny this role the ability to edit existing users.
Change password policy relates to the role’s permission to edit a user’s password policy.
NOTE: Please be aware that, for a role to edit a user’s password policy, this role would also need to have the Edit users permission under Account > Users enabled.
There are 2 icons on the right side of the Change password policy bar:
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Show (green):
By clicking this icon, you can enable this role to see the Password policy tab when opening a user profile. This will allow users with this role to edit the password policy for a user.
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Hide (red):
By clicking this icon, you will make it impossible for this role to change the password policy for users.
Change status relates to the role’s permission to activate or deactivate users within the organization.
There are 2 icons on the right side of the Change status bar:
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Show (green):
By clicking this icon, you can enable this role to enable the Activate/Deactivate button on a user profile.
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Hide (red):
By clicking this icon, you will make it impossible for this role to change the status for users.
Delete users relates to the role’s permission to delete existing users within the organization.
There are 2 icons on the right side of the Delete users bar:
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Show (green):
By clicking this icon, you can enable this role to delete existing users they have access to.
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Hide (red):
By clicking this icon, you will make it impossible for this role to delete any users.
Send all messages relates to the role’s permission to send messages to users within the organization.
There are 2 icons on the right side of the Send all messages bar:
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Show (green):
By clicking this icon, you can enable this role to message users within the organization.
This permission will also allow users to email team members on a job in the Recruitment module.
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Hide (red):
By clicking this icon, you will make it impossible for this role to message any user.
Click on the arrow on the left of Templates to unfold this section. This section consists of 5 sub-sections:
Here, Templates refer to any template that can be created for the Employees, Onboarding and Recruitment modules. Moreover, it is possible to create message templates.
There are 2 icons on the right side of the Templates bar:
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Show (green):
By clicking this icon, you will be able to edit the sub-sections below without any limitations.
You will also enable this role to see the Templates menu in the Settings.
NOTE: Please note that to access the actual templates, at least one of the following sub-sections will also need to be enabled: Employees, Onboarding, Recruitment, Layouts or Messages.
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Hide (red):
By clicking this icon, you will make it impossible for this role to access the Templates menu in Settings.
Continue to the following chapters to read about the 5 sub-sections available within the Templates settings, given that you have enabled the Show icon.
Employees relates to the role’s permission to view the Employees templates and to create new ones.
These templates include job profiles, work tasks, skills, trophies, goals, Payroll, Absence and Benefits.
There are 2 icons on the right side of the Employees bar:
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Show (green):
By clicking this icon, you can enable this role to view and create Employees templates.
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Hide (red):
By clicking this icon, you will make it impossible for this role to view and create Employees templates.
Onboarding relates to the role’s permission to view the Onboarding templates and to create new ones. These templates include onboarding areas, onboarding pipelines and onboarding processes.
There are 2 icons on the right side of the Onboarding bar:
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Show (green):
By clicking this icon, you can enable this role to view and create Onboarding templates.
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Hide (red):
By clicking this icon, you will make it impossible for this role to view and create Onboarding templates.
Recruitment relates to the role’s permission to view the Recruitment templates and to create new ones. These templates include job templates, job ad templates and talent pool templates.
There are 2 icons on the right side of the Recruitment bar:
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Show (green):
By clicking this icon, you can enable this role to view and create Recruitment templates.
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Hide (red):
By clicking this icon, you will make it impossible for this role to view and create Recruitment templates.
Messages relates to the role’s permission to view existing message templates and to create new ones. Next to that, users with this role will also be able to create folders to organize the message templates.
There are 2 icons on the right side of the Messages bar:
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Show (green):
By clicking this icon, you can enable this role to view and create message templates.
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Hide (red):
By clicking this icon, you will make it impossible for this role to view and create message templates.
This section does not unfold.
Forms in Emply allow you to gather information on specific areas by using a customized set of elements.
There are 2 icons on the right side of the Forms bar:
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Show (green):
By clicking this icon, you will give this role access to Settings > Forms menu.
Here, users will be able to create new forms and folders to organize those.
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Hide (red):
By clicking this icon, you will block the access to Settings > Forms menu for this role.
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Feedback forms are a tool in Emply that allow you to gather feedback on specific aspects.
There are 2 icons on the right side of the Feedback bar:
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Show (green):
By clicking this icon, you will give this role access to Settings > Feedback menu.
Here, users will be able to create new feedback types to and subsequently new feedback and folders to organize the feedback.
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Hide (red):
By clicking this icon, you will block the access to Settings > Feedback menu for this role.
This section does not unfold.
Here, Learning refers to the Learning module.
There are 2 icons on the right side of the Learning bar:
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Show (green):
By clicking this icon, you will give this role access to Settings > Learning menu.
Here, users will be able to create new learning categories and subcategories, and new periodic paths.
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Hide (red):
By clicking this icon, you will block the access to Settings > Learning menu for this role.
This section does not unfold.
Here, Automations refers to any automated workflow that a user with the right permissions can create.
Example: automations are often used as reminders for anniversaries or birthdays.
There are 2 icons on the right side of the Automations bar:
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Show (green):
By clicking this icon, you can give this role access to Settings > Automations menu.
Here, users will be able to create new automated workflows and folders to organize these.
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Hide (red):
By clicking this icon, you can block the access to Settings > Automations menu for this role.
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GDPR here refers to GDPR storage rules you can set up for the Employees, Onboarding and Recruitment modules.
There are 2 icons on the right side of the GDPR bar:
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Show (green):
By clicking this icon, you can give this role access to Settings > GDPR menu.
Here, users will be able to create new storage rules for the 3 main modules in Emply.
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Hide (red):
By clicking this icon, you can block the access to Settings > GDPR menu for this role.
Click on the arrow on the left of Integrations to unfold this section. This section consists of 4 sub-sections:
Integrations here refer to any connection with external tools such as applications, job boards and integrations over API. Next to that, you will also find the option to create export templates.
There are 2 icons on the right side of the Integrations bar:
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Show (green):
By clicking this icon, you can edit the sub-sections below without any limitations.
NOTE: For the Integration option to show in the Settings, please keep in mind you will need to enable at least 1 of the 4 sub-sections below Integrations: Applications, Job promotion, Export or API.
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Hide (red):
This icon allows you to block the section below completely from the account.
Continue to the following chapters to read about the 4 sub-sections available within the Integrations settings, given that you have enabled the Show icon.
Applications relates to the role’s permission to view the Applications tab in the Integrations menu under Settings.
In this tab, a user can activate applications to integrate with or pull data from Emply.
There are 2 icons on the right side of the Applications bar:
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Show (green):
By clicking this icon, you can enable this role to view the Applications tab in the Integrations menu under Settings.
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Hide (red):
By clicking this icon, you can hide the Applications tab in the Integrations menu under Settings.
Job promotion relates to the role’s permission to view the Job promotion tab in the Integrations menu under Settings.
In this tab, a user can connect own media (career site) or global media where jobs can be promoted. Next to that, a user can set up rules to show or hide media.
There are 2 icons on the right side of the Job promotion bar:
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Show (green):
By clicking this icon, you can enable this role to view the Job promotion tab in the Integrations menu under Settings.
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Hide (red):
By clicking this icon, you can hide the Job promotion tab in the Integrations menu under Settings.
Export relates to the role’s permission to view and create export templates in the Integrations menu under Settings.
In this tab, a user can create export templates and folders to organize these templates.
There are 2 icons on the right side of the Export bar:
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Show (green):
By clicking this icon, you can enable this role to view the Export tab in the Integrations menu under Settings.
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Hide (red):
By clicking this icon, you can hide the Export tab in the Integrations menu under Settings.
API relates to the role’s permission to create new connections with external tools via API.
In this tab, a user can add new API keys to this end.
There are 2 icons on the right side of the API bar:
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Show (green):
By clicking this icon, you can enable this role to view the API tab in the Integrations menu under Settings.
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Hide (red):
By clicking this icon, you can hide the API tab in the Integrations menu under Settings.
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Approvals here refer to approval flows that can be set up within the organization.
There are 2 icons on the right side of the Approvals bar:
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Show (green):
By clicking this icon, you will give this role access to Settings > Approvals menu.
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Hide (red):
By clicking this icon, you will block the access to Settings > Approvals menu for this role.
This section does not unfold.
Here, Translations refer to the translations used throughout your Emply account.
There are 2 icons on the right side of the Translations bar:
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Show (green):
By clicking this icon, you will give this role access to Settings > Translations menu.
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Hide (red):
By clicking this icon, you will block the access to Settings > Translations menu for this role.
In this chapter, you can learn about all the permissions available in the "Settings" section in the "Functionality" tab.