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Roles: Functionality > All settings

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"

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Click on the "Roles" tab and click on the relevant role you want to edit:

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The article has the following chapters:

  • Roles: Functionality > Recruitment

  • Roles: Functionality > Onboarding

  • Roles: Functionality > Employees

  • Roles: Functionality > Learning

  • Roles: Functionality > Reports

  • Roles: Functionality > Dashboard

  • Roles: Functionality > Career site

Roles: Functionality > Recruitment

1. Click on the relevant role once you are on the tab "Roles":

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2. Click on the arrow on the left of Recruitment to unfold this section.

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On the right of the "Recruitment" bar, you can see 2 icons: "Show" (green) and "Hide" (red). The "Show" icon allows the Emply user with the assigned role to see the Recruitment module on their account. Moreover, the icon gives access to the 12 options below.

The "Hide" icon blocks this Recruitment module for this role.

Continue to the following chapters to read about the 12 options available within the Recruitment settings, given that you have enabled the "Show" icon:

2.1 Jobs

Click on the arrow on the left of "Jobs" to unfold this section. This section consists of 14 sub-sections:

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Jobs in this section refer to all the jobs created within Emply’s Recruitment module.

There are 4 icons on the right side of the "Jobs" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view all the jobs created within the Recruitment module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view existing jobs to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view jobs, 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 jobs, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view jobs that are related to the user’s own account.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view jobs in the Recruitment module.

Continue to the following chapters to read about the 14 sub-sections available within the Jobs settings, given that you have enabled the "All", "Custom" or "Own" icon.

2.1.1 Create jobs

Create jobs relates to the role’s permissions to create new jobs within the Recruitment module. This option will show the "New job" button in the "Jobs" tab.

There are 2 icons on the right side of the "Create jobs" bar:

  • "Show" (green):

    By clicking this icon, you will be able to create new jobs in the Recruitment module.

  • "Hide" (red):

    This icon will allow you to block the job creation in this module.

2.1.2 Edit jobs

Edit jobs relates to the role’s permissions to open, see and edit existing jobs.

There are 4 icons on the right side of the "Edit jobs" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit the all the jobs in the overview.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit jobs to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit jobs, 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 jobs, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit jobs in the Recruitment module.

2.1.3 Export jobs

Export jobs relates to the role’s permissions to export existing jobs in .xlsx format.

There are 4 icons on the right side of the "Export jobs" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to export the all the jobs in the overview.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to export jobs to match a specific criterion.

    Example 1: If only an employee’s manager should be able to export jobs, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to export jobs, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to export their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to export jobs in the Recruitment module.

2.1.4 Archive jobs

Archive jobs relates to the role’s permissions to archive existing jobs.

There are 4 icons on the right side of the "Archive jobs" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to archive the all the jobs in the overview.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to archive jobs to match a specific criterion.

    Example 1: If only an employee’s manager should be able to archive jobs, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to archive jobs, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to archive their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to archive jobs in the Recruitment module.

2.1.5 Delete jobs

Delete jobs relates to the role’s permissions to delete existing jobs.

NOTE: Please be aware that a user can only delete a job if it has been archived first.

There are 4 icons on the right side of the "Delete jobs" bar:

  • Building icon: Enable this role to delete all the jobs in the overview.

    By clicking on this icon, you can enable this role to delete the all the jobs in the overview.

  • Settings icon: Customize the ability for this role to delete jobs to match a specific criterion.

    By clicking on this icon, you can customize the ability for this role to delete jobs to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete jobs, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete jobs, you can enter the element “Department” “equals” “Department access”.

  • Person icon: Users with this role will only be able to delete their own jobs.

    By clicking on this icon, users with this role will only be able to delete their own jobs.

  • Eye with strike icon: Deny the role the ability to delete jobs in the module.

    By clicking on this icon, you will altogether deny this role the ability to delete jobs in the Recruitment module.

2.1.6 Can inactivate apply button

Can inactivate apply button relates to the role’s permission to activate this option when creating a job. When activated, this setting triggers the following option:

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When disabling the application form, a user can redirect the application to another platform. The user can add a link where to the application should be redirected.

There are 4 icons on the right side of the "Can inactivate apply button" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to disable the application form for all jobs across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to disable the application form for certain jobs matching a specific criterion.

    Example 1: If only an employee’s manager should be able to disable the application form, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to disable the application form, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to disable the application form for their own jobs.

  • "Hide" (red):By clicking on this icon, you will altogether deny this role the ability to disable the application form on a job.

2.1.7 Show tags

Show tags relates to the role’s permissions to see the Tags field in the job creation.

There are 4 icons on the right side of the "Show tags" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add tags to all the jobs in the Recruitment module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add tags to jobs to match a specific criterion.

Example 1: If only an employee’s manager should be able to add tags to a job, you can enter the

criterion “Predefined user” “equals” “Manager”.

Example 2: If you only want people within the same department to be able to add tags to a job,

you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add tags to their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add tags to jobs.

2.1.8 Show overview

Show overview relates to the role’s permissions to see the "Overview" tab on a job.

In this overview, a user can see a summary of the job: job and promotion status, the team and upcoming events.

There are 4 icons on the right side of the "Show overview" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the overview on a job.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to see the overview on a job to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see the overview on a job, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to see the overview on a job, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role can only see the overview for their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see the overview on a job.

2.1.9 Show candidates

Show candidates relates to the role’s permissions to see the "Candidates" tab on a job.

In this tab, the user can see the list of all candidates for the job, including their progress.

There are 4 icons on the right side of the "Show candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the candidates on a job.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to see the candidates on a job to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see the candidates on a job, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to see the candidates on a job, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see the candidates for their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see the candidates on a job.

2.1.10 Show promote

Show promote relates to the role’s permissions to see the "Promote" tab on a job.

In this tab, the user can see where the job can still be promoted.

There are 4 icons on the right side of the "Show promote" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the promotion info on a job.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to see the promotion info on a job to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see the promotion info on a job, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to see the promotion info on a job, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see the promotion info for their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see the promotion info on a job.

2.1.11 Show recruiting team

Show recruiting team relates to the role’s permissions to see the "Team" tab on a job.

In this tab, the user can see which other users are involved in the recruitment and which roles they have.

There are 4 icons on the right side of the "Show recruiting team" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the team info on a job.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to see the team info on a job to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see the team info on a job, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to see the team info on a job, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see the team info for their own jobs.

  • "Hide" (red):By clicking on this icon, you will altogether deny this role the ability to see the team info on a job.

2.1.12 Add recruiting team

Add recruiting team relates to the role’s permissions to add team members in the "Team" tab on a job and to change their role for that recruitment process.

There are 4 icons on the right side of the "Add recruiting team" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add team members to a job.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add team members to a job to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add team members to a job, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: team members to a job, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add team members for their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add team members to a job.

2.1.13 Show reports

Show reports relates to the role’s permissions to see the "Reports" tab on a job.

In this tab, the user can view key figures on a job, such as total candidates, new candidates, top sources, proceed rate, etc.

There are 4 icons on the right side of the "Show reports" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view reporting for a job.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view reporting for a job to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view reporting for a job, 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 reporting for a job, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view reporting for their own jobs.

  • "Hide" (red):By clicking on this icon, you will altogether deny this role the ability to view reporting for a job.

2.1.14 Run manual automations

Run manual automations relates to the role’s permissions to create manual automations for jobs posted within the organization.

NOTE: Please keep in mind that if a user wishes to set up a manual automation, you will also need access to the permission Functionality > Settings > Automations.

There are 4 icons on the right side of the "Run manual automations" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to run manual automations for jobs across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the manual automation permissions for this role to match a specific criterion.

    Example: If only an employee’s manager should be able to run manual automations, you can enter the criterion “Predefined user” “equals” “Manager”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to run manual automations for their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to run manual automations for jobs.

2.2 Talent pools

You will notice that this section does not unfold.

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Talent pools here refer to where you can group candidates. They can be found in the Recruitment module under the "Talent Pools" tab.

There are 4 icons on the right side of the "Talent pools" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the "Talent Pools" tab in the Recruitment module. Users will be able to see all the existing talent pools within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this rule to see the existing talent pools to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see the existing talent pools, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to see the existing talent pools, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see their own talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see the existing talent pools.

2.3 Candidates

Click on the arrow on the left of "Candidates" to unfold this section. This section consists of 10 sub-sections:

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Here, candidates refer to all applicants for jobs and talent pools.

There are 4 icons on the right side of the "Candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the candidates within the Recruitment module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to see candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to see candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see candidates.

Continue to the following chapters to read about the 10 sub-sections available within the Candidates settings, given that you have enabled the "All", "Custom" or "Own" icon.

2.3.1 Show candidates not being followed

Show candidates not being followed relates to the role’s permissions to view candidates for a job or talent pool that the user does not follow.

There are 4 icons on the right side of the "Show candidates not being followed" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view all candidates for a job or talent pool.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view candidates, 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 candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, a user with this role will only be able view candidates that have been assigned to this user.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view candidates that are not being followed.

2.3.2 Show archived candidates

Show archived candidates relates to the role’s permissions to see the archived section in the Jobs and "Talent Pools" tabs.

There are 4 icons on the right side of the "Show archived" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view archived candidates across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view archived candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view archived candidates, 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 archived candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view archived candidates for their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view archived candidates.

2.3.3 Create candidates

Create candidates relates to the role’s permissions to create new candidates manually for jobs or talent pools.

NOTE: Please keep in mind that the user will also need access to the correct candidate creation forms.

There are 4 icons on the right side of the "Create candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create candidates for all the existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create candidates for their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create candidates in the Recruitment module.

2.3.4 Delete candidates

Delete candidates relates to the role’s permissions to delete existing candidates for jobs or talent pools.

There are 4 icons on the right side of the "Delete candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete candidates for all the existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete candidates for their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete candidates in the Recruitment module.

2.3.5 Export candidates

Export candidates relates to the role’s permissions to export existing candidates for jobs or talent pools.

There are 4 icons on the right side of the "Export candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to export candidates for all the existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to export candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to export candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to export candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to export candidates for their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to export candidates.

2.3.6 Change pipeline stage of candidates

Change pipeline stage of candidates relates to the role’s permissions to proceed candidates in the hiring process or to disqualify them.

There are 4 icons on the right side of the "Change pipeline stage of candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to change the pipeline stage for candidates for all the existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to change the pipeline stage to match a specific criterion.

    Example 1: If only an employee’s manager should be able to change the pipeline stage, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to change the pipeline stage, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to change the pipeline stage for candidates in their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to change the pipeline stage in the Recruitment module.

2.3.7 Like candidates

Like candidates relates to the role’s permissions to like candidates for jobs or talent pools.

There are 4 icons on the right side of the "Like candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to like candidates for all existing jobs or talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to like candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to like candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to like candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to like candidates for their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to like candidates in the Recruitment module.

2.3.8 Show average ratings

Show average ratings relates to the role’s permissions to view the average rating for candidates in a job or talent pool.

There are 4 icons on the right side of the "Show average ratings" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the average rating for candidates for all existing jobs or talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view the average rating for candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view the average rating for candidates, 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 the average rating for candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view the average rating for candidates for their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view the average rating for candidates in the Recruitment module.

2.3.9 Candidate tag

Candidate tag relates to the role’s permissions to add tags to candidates in a job or talent pool.

There are 4 icons on the right side of the "Candidate tag" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add tags to candidates for all existing jobs or talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add tags to candidates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add tags to candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to add tags to candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add tags to candidates for their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add tags to candidates in the Recruitment modules.

2.3.10 Run manual automations

Run manual automations relates to the role’s permissions to create manual automations for candidates within the organization.

NOTE: Please keep in mind that if a user wishes to set up a manual automation, you will also need access to the permission Functionality > Settings > Automations.

There are 4 icons on the right side of the "Run manual automations" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to run manual automations for candidates across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the manual automation permissions for this role to match a specific criterion.

    Example: If only an employee’s manager should be able to run manual automations, you can enter the criterion “Predefined user” “equals” “Manager”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to run manual automations for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to run manual automations for candidates.

2.4 Job agents

You will notice that this section does not unfold.

rolesrecuritment8.png

Here, job agents refer to people who have signed up for the job agent on your career site. These people receive notifications on open positions that match their criteria.

There are 4 icons on the right side of the "Job agents" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the "Job agents" tab in the Recruitment module. Users can see all the existing job agents within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view the job agents to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view the job agents, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to view the job agents, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own job agents. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view job agents in the Recruitment module.

2.5 Messages

Click on the arrow on the left of "Messages" to unfold this section. This section consists of 2 sub-sections:

rolesrecuritment9.png

There are 2 icons on the right side of the "Messages" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Messages settings, given that you have enabled the "Show" icon.

2.5.1 Send email to candidates

Send email to candidates relates to the role’s permissions to send emails to candidates in Emply’s Recruitment module.

There are 4 icons on the right side of the "Send email to candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to send emails to all candidates in Emply’s Recruitment module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to send emails to candidates for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to send emails to candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to send emails to candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to send emails to their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to send emails to candidates.

2.5.2 Send SMS to candidates

Send SMS to candidates relates to the role’s permissions to send SMS to candidates in Emply’s Recruitment module.

There are 4 icons on the right side of the "Send SMS to candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to send SMS to all candidates in Emply’s Recruitment module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to send SMS to candidates for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to send SMS to candidates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to send SMS to candidates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to send SMS to their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to send SMS to candidates.

2.6 Calendar

Click on the arrow on the left of "Calendar" to unfold this section. This section consists of 3 sub-sections:

rolesrecuritment10.png

There are 2 icons on the right side of the "Calendar" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Calendar settings, given that you have enabled the "Show" icon.

2.6.1 Create interview

Create interview relates to the role’s permissions to create interviews for candidates in jobs or talent pools.

There are 4 icons on the right side of the "Create interview" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create interviews for all candidates in all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to create interviews for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create interviews, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create interviews, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create interviews for their own candidates in their own jobs and talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create interviews in the Recruitment module.

2.6.2 Edit interview

Edit interview relates to the role’s permissions to edit interviews for candidates in jobs or talent pools.

There are 4 icons on the right side of the "Edit interview" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit interviews for all candidates in all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit interviews for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit interviews, 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 interviews, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit interviews for their own candidates in their own jobs and talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit interviews in the Recruitment module.

2.6.3 Delete interview

Delete interview relates to the role’s permissions to delete interviews for candidates in jobs or talent pools.

There are 4 icons on the right side of the "Delete interview" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete interviews for all candidates in all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete interviews for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete interviews, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete interviews, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit interviews for their own candidates in their own jobs and talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete interviews in the Recruitment module.

2.7 Tasks

Click on the arrow on the left of "Tasks" to unfold this section. This section consists of 4 sub-sections:

rolesrecuritment11.png

A task in Emply is an assignment for a specific user explaining what needs to be done. It can contain a due date, a short message and it needs to be checked off.

There are 2 icons on the right side of the "Tasks" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 Tasks settings, given that you have enabled the "Show" icon.

1.7.1 Create tasks

Create tasks relates to the role’s permissions to create tasks for candidates in a job or talent pool.

There are 4 icons on the right side of the "Create tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create tasks for all candidates in all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create tasks to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create tasks, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create tasks for candidates on their own jobs.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create tasks in the Recruitment module.

2.7.2 Edit tasks

Edit tasks relates to the role’s permissions to edit tasks for candidates in a job or talent pool.

There are 4 icons on the right side of the "Edit tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit tasks for all candidates in all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit tasks to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit tasks, 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 tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit tasks for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit tasks in the Recruitment module.

2.7.3 Delete tasks

Delete tasks relates to the role’s permissions to delete tasks for candidates in a job or talent pool.

There are 4 icons on the right side of the "Delete tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete tasks for all candidates in all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete tasks to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete tasks, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete tasks for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete tasks in the Recruitment module.

2.7.4 Show other user's tasks

Show other user’s tasks relates to the role’s permissions to see other users’ tasks in the Recruitment module.

There are 4 icons on the right side of the "Show other user’s tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see other users’ tasks across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to see other users’ tasks for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see other users’ tasks, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to see other users’ tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see their own tasks.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see other users’ tasks in the Recruitment module.

2.8 Forms

Click on the arrow on the left of "Forms" to unfold this section. This section consists of 3 sub-sections:

rolesrecuritment12.png

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:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Forms settings, given that you have enabled the "Show" icon.

2.8.1 Create forms

Create forms relates to the role’s permissions to assign forms to candidates for jobs and talent pools. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

The forms you can select are defined by the accesses set on the form itself or on the role. Also read the article Roles: Content tab.

There are 4 icons on the right side of the "Create forms" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign forms to all the candidates in all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to assign forms to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign forms, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign forms to their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign forms to candidates.

2.8.2 Edit forms

Edit forms relates to the role’s permissions to edit forms on candidate profiles or all jobs and talent pools. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

There are 4 icons on the right side of the "Edit forms" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit forms for all the candidates for all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit forms to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit forms, 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 forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit forms for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit forms for candidates.

2.8.3 Delete forms

Delete forms relates to the role’s permissions to delete forms on candidate profiles for all jobs and talent pools. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

There are 4 icons on the right side of the "Delete forms" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete forms all the candidates for all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete forms to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete forms, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete forms for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete forms for candidate profiles.

2.9 Feedback

Click on the arrow on the left of "Feedback" to unfold this section. This section consists of 3 sub-sections:

rolesrecuritment13.png

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:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Feedback settings, given that you have enabled the "Show" icon.

2.9.1 Create feedback

Create feedback relates to the role’s permissions to assign feedback to candidates for all jobs and talent pools. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

The feedback you can select are defined by the accesses set on the feedback itself or on the role. Also read the article Roles: Content tab.

There are 4 icons on the right side of the "Create feedback" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign feedback for all the candidates.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to assign feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign feedback, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign feedback for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign feedback to candidate profiles.

2.9.2 Edit feedback

Edit feedback relates to the role’s permissions to edit feedback for candidates for all jobs and talent pools. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

There are 4 icons on the right side of the "Edit feedback" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit feedback for all the candidates.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit feedback, 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 feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit feedback for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit feedback for candidates.

2.9.3 Delete feedback

Delete feedback relates to the role’s permissions to delete feedback for candidates for all jobs and talent pools. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

There are 4 icons on the right side of the "Delete feedback" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete feedback for all the candidates for all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete feedback, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete feedback for their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete feedback on candidate profiles.

2.10 Documents

Click on the arrow on the left of "Documents" to unfold this section. This section consists of 3 sub-sections:

rolesrecuritment14.png

Documents in this section refer to all candidate related documents, such as CV’s, references, etc.

There are 2 icons on the right side of the "Documents" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Documents settings, given that you have enabled the "Show" icon.

2.10.1 Upload documents

Upload documents relates to the role’s permissions to upload documents to candidate profiles in the Recruitment module.

There are 4 icons on the right side of the "Upload documents" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to upload documents to all the candidate profiles for all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to upload documents to match a specific criterion.

    Example 1: If only an employee’s manager should be able to upload documents, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to upload documents, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to upload documents to their own candidates’ profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to upload document to candidate profiles.

2.10.2 Delete documents

Delete documents relates to the role’s permissions to delete documents on candidate profiles in the Recruitment module.

There are 4 icons on the right side of the "Delete documents" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete documents on all the candidates profiles for all existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete documents to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete documents, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete documents, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete documents on their own candidates’ profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete documents on candidate profiles.

2.10.3 Create folders

Create folders relates to the role’s permissions to create folders to organize documents across candidate profiles.

There are 4 icons on the right side of the "Create folders" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create folders to organize documents across candidate profiles.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create folders to organize documents on a candidate profile to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create folders, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create folders, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create folders across their own candidates’ profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create folders across candidate profiles.

2.11 Learning

Click on the arrow on the left of "Learning" to unfold this section. This section consists of 2 sub-sections:

rolesrecuritment15.png

Here, Learning refers to the Learning module within the Recruitment module.

There are 2 icons on the right side of the "Learning" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Learning settings, given that you have enabled the "Show" icon.

2.11.1 Assign learning (Course bank)

Assign learning – Course bank relates to the role’s permissions to assign a course to a candidate from the own learning universe, given that the role has access to those courses.

The Talent pools permission should also be activated if the candidate is featured in a talent pool (see also 1.1.4.2 Talent pools).

There are 4 icons on the right side of the "Assign learning (Course bank)" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign a course from the course bank to candidates in the existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to assign a course from the course bank to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign a course, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign a course, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign a course to their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign a course from the course bank to candidates.

2.11.2 Assign learning (Manual course)

Assign learning – Manual course relates to the role’s permissions to assign a separately entered course to a candidate, given that that this role also has access to the Learning permission and subsequently to the Course permission within Learning. This permission can also be found under Functionality > Learning.

The Talent pools permission should also be activated if the candidate is featured in a talent pool (see also 1.1.4.2 Talent pools).

There are 4 icons on the right side of the "Assign learning (Manual course) bar":

  • "All" (green):

    By clicking on this icon, you can enable this role to assign a manual course to candidates in the existing jobs and talent pools.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to assign a manual course to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign a course, you can enter the criterion “Predefined user” “equals” “Manager”.Example 2: If you only want people within the same department to be able to assign a course,

you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign a manual course to their own candidates.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign a manual course to candidates.

2.12 Comments

Click on the arrow on the left of "Comments" to unfold this section. This section consists of 4 sub-sections:

rolesrecuritment16.png

Comment here refers to the comments that users can leave on candidate profiles, given that this permission is enabled for their roles.

There are 2 icons on the right side of the "Comments" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 Comments settings, given that you have enabled the "Show" icon.

2.12.1 Comment on jobs

Comment on jobs relates to the role’s permissions to write and delete comments on a job or talent pool. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

NOTE: Please bear in mind that it is not possible to edit comments.

Comments that are locked with the "Padlock" icon are only visible to the user who wrote the comment.

There are 4 icons on the right side of the "Comment on jobs" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to write and delete comments on a job or talent pool.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to write and delete comments on a job to match a specific criterion.

    Example 1: If only an employee’s manager should be able to write and delete comments, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to write and delete comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to write and delete comments on their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to write and delete comments on a job or talent pool.

2.12.2 Show other comments on jobs

Show other comments on jobs relates to the role’s permissions to see comments from other users on a job or talent pool. In the latter case, the Talent pools permission should also be activated (see also 1.1.4.2 Talent pools).

There are 4 icons on the right side of the "Show other comments on jobs" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view other comments on a job or talent pool.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view other comments to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view comments, 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 comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view other comments on their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view other comments on jobs or talent pools.

2.12.3 Comment on candidates

Comment on candidates relates to the role’s permissions to write and delete comments on a candidate profile.

NOTE: Please bear in mind that it is not possible to edit comments.

Comments that are locked with the "Padlock" icon are only visible to the user who wrote the comment.

There are 4 icons on the right side of the "Comment on candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to write and delete comments on a candidate profile.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to write and delete comments on a candidate profile to match a specific criterion.

    Example 1: If only an employee’s manager should be able to write and delete comments, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to write and delete comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to write and delete comments on their own jobs or talent pools.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to write and delete comments on a candidate profile.

2.12.4 Show other's comments on candidates

Show other's comments on candidates relates to the role’s permissions to see comments from other users on a candidate profile.

There are 4 icons on the right side of the "Show other's comments on candidates" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view other comments on a candidate profile.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view other comments to match a specific criterion.

    Example 1:If only an employee’s manager should be able to view comments, 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 comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view other comments on their own candidates

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view other comments on a candidate profile.

In this chapter, you can learn about all the permissions availabilities in the "Functionality" tab.

Roles: Functionality > Onboarding

1. Click on the relevant role in the tab "Roles":

rolesdashboard2.png

2. Click on the arrow on the left of Onboarding to unfold this section.

rolesonboarding2.png

On the right of the Onboarding bar, you will see 2 icons: the "Show" (green) and "Hide" (red) icon. The "Show" icon allows the role to see the Onboarding module on their account and gives access to the 9 options below (see following chapters).

The "Hide" icon blocks this Onboarding section for this role entirely.

Continue to the following chapters to read about the 9 options available within the Onboarding settings, given that you have enabled the "Show" icon:

2.1 Overview

Here, Overview relates to the role’s permissions to get an overview of all the onboarding profiles in the Onboarding module ("Overview" tab). This view will populate with information as soon as this role is also given access to the onboarding processes.

NOTE: Access to these onboarding processes can be assigned in the "Content" tab within the Roles. See also the article Roles: Content tab.

There are 2 icons on the right side of the "Overview" bar under "Onboarding":

  • "Show" (green):

    By clicking this icon, you will give this role access to the "Overview" tab in the Onboarding module.

  • "Hide" (red):

    This icon will allow you to block the "Overview" tab in the Onboarding module.

2.2 Processes

Click on the arrow on the left of "Processes" to unfold this section. This section consists of 5 sub-sections:

rolesonboarding3.png

There are 4 icons on the right side of the "Processes" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the onboarding processes for all the onboarding profiles within the organization, given that this role also has access to these processes.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view onboarding processes to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view onboarding processes, 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 onboarding processes, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own onboarding processes.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view onboarding processes in the Onboarding module.

Continue to the following chapters to read about the 5 sub-sections available within the Processes settings, given that you have enabled the "All", "Custom" or "Own" icon.

2.2.1 Create onboarding

Create onboarding relates to the role’s permissions to start an onboarding process for new employees.

There are 2 icons on the right side of the "Create onboarding" bar:

  • "Show" (green):

    By clicking this icon, you will give this role the permission to start onboarding processes for employees or candidates this role has access to.

  • "Hide" (red):

    This icon will allow you to deny the ability to start onboarding processes altogether.

2.2.2 Delete onboarding

Delete onboarding relates to the role’s permissions to delete an onboarding process for new employees with an onboarding profile.

There are 4 icons on the right side of the "Delete onboarding" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete onboarding processes for all the onboarding profiles.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete onboarding processes to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete onboarding processes, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete onboarding processes, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete their own onboarding processes.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete onboarding processes in the Onboarding module.

2.2.3 Export onboarding

Export onboarding relates to the role’s permissions to export an onboarding process for new employees, if they have access to the Export templates for this module.

There are 4 icons on the right side of the "Export onboarding" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to export onboarding processes for all the onboarding profiles, given that this role also has access to these processes.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to export onboarding processes to match a specific criterion.

    Example 1: If only an employee’s manager should be able to export onboarding processes, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to export onboarding processes, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete their own onboarding processes.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to export onboarding processes in the Onboarding module.

2.2.4 Show onboarding team

Show onboarding team relates to the role’s permissions to see the onboarding team for new employees with an onboarding profile.

NOTE: For the onboarding team to be visible, the Team widget needs to be added to the onboarding profile. This can be done by editing the role in Settings > Account > Roles > open the role > Views > Onboarding > Onboarding profile > Manage widget > add Team widget.

There are 4 icons on the right side of the "Show onboarding team" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see the onboarding team for all the onboarding profiles, given that this role also has access to these processes.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to see the onboarding team to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see the onboarding team, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to see the onboarding team, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see the onboarding team for their own onboarding processes.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see onboarding teams in the Onboarding module.

2.2.5. Onboarding tag

Onboarding tags relates to the role's permissions to add tags to onboarding processes

There are 4 icons on the right side of the "Onboarding tag" bar:

  • "All" (green): By clicking on this icon you can enable this role to add tags to any onboarding processes for all onboarding profiles, given that this role also has permission to access these processes

  • "Custom" (blue)

    By clicking on this icon you can customise the role's ability to add tags to onboarding processes to match a specific criterion

    Example 1: If only an employee's manager should be able to add tags to onboarding processes, you can enter the criterion “Predefined user” “equals” “Manager”. Example 2: If you only want people within the same department to add tags to onboarding processes, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow) By clicking on this icon, users with this role will only be able to add tags to their own onboarding processes

  • "Hide" (red) By clicking on this icon, you will altogether deny this role access to add tags to onboarding processes

2.3 Messages

Click on the arrow on the left of "Messages" to unfold this section. This section consists of 2 sub-sections:

rolesonboarding4.png

There are 2 icons on the right side of the "Messages" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Messages settings, given that you have enabled the "Show" icon.

2.3.1 Send email to profiles

Send email to profiles relates to the role’s permissions to send emails to onboarding profiles within the organization.

There are 4 icons on the right side of the "Send email to profiles" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to send emails to all onboarding profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to send emails to onboarding profiles for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to send emails to onboarding profiles, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to send emails to onboarding profiles, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to send emails to their own onboarding profile. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to send emails to onboarding profiles.

2.3.2 Send SMS to profiles

Send SMS to employees relates to the role’s permissions to send SMS to onboarding profiles within the organization.

There are 4 icons on the right side of the "Send SMS to profiles" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to send SMS to all onboarding profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to send SMS to onboarding profiles for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to send SMS to onboarding profiles, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to send SMS to onboarding profiles, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to send SMS to his own onboarding profiles. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to send SMS to onboarding profiles.

2.4 Tasks

Click on the arrow on the left of "Tasks" to unfold this section. This section consists of 4 sub-sections:

rolesonboarding5.png

A task in Emply is an assignment for a specific user explaining what needs to be done. It can contain a due date, a short message and it needs to be checked off.

There are 2 icons on the right side of the "Tasks" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 Tasks settings, given that you have enabled the "Show" icon.

2.4.1 Create tasks

Create tasks relates to the role’s permissions to create tasks in the Onboarding module.

NOTE: Please be aware that the following permission “Edit tasks” should also be enabled in order for this role to be able to fill out the details of the task (see 3.4.2 Edit task).

There are 4 icons on the right side of the "Create tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create tasks for onboarding profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create tasks for onboarding profiles to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create tasks, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create tasks for their own onboarding profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create tasks within the Onboarding module.

2.4.2 Edit tasks

Edit tasks relates to the role’s permissions to edit tasks in the Onboarding module.

There are 4 icons on the right side of the "Edit tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit tasks for onboarding profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit tasks for onboarding profiles to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit tasks, 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 tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit tasks for their own onboarding profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit tasks within the Onboarding module.

2.4.3 Delete tasks

Delete tasks relates to the role’s permissions to delete tasks in the Onboarding module.

There are 4 icons on the right side of the "Delete tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete tasks for onboarding profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete tasks for onboarding profiles to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete tasks, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete tasks for their own onboarding profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete tasks withing the Onboarding module.

2.4.4 Show other user's tasks

Show other user’s tasks relates to the role’s permissions to view other users’ tasks in the Onboarding module.

There are 4 icons on the right side of the "Show other user’s tasks" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view other users’ tasks across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to view other users’ tasks for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view other users’ tasks, 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 other users’ tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own tasks. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view other users’ tasks.

2.5 Forms

Click on the arrow on the left of "Forms" to unfold this section. This section consists of 3 sub-sections:

rolesonboarding6.png

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:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Forms settings, given that you have enabled the "Show" icon.

2.5.1 Create forms

The forms you can select are defined by the accesses set on the form itself or on the role. Also read the article Roles: Content tab.

There are 4 icons on the right side of the "Create forms" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign forms to all the onboarding profiles within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to assign forms for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign forms, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign forms to their own onboarding profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add form to onboarding profiles.

2.5.2 Edit forms

Edit forms relates to the role’s permissions to edit forms that are available in the Onboarding module.

There are 4 icons on the right side of the "Edit forms" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit forms for all the onboarding profiles within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit forms for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit forms, 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 forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit forms for their own onboarding profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit forms within the Onboarding module.

2.5.3 Delete forms

Delete forms relates to the role’s permissions to delete forms within the Onboarding module.

There are 4 icons on the right side of the "Delete forms" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete forms within the Onboarding module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete form for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete forms, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete forms for their own onboarding profile. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete forms within the Onboarding module.

2.6 Feedback

Click on the arrow on the left of "Feedback" to unfold this section. This section consists of 3 sub-sections:

rolesonboarding7.png

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:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Feedback settings, given that you have enabled the "Show" icon.

2.6.1 Create feedback

Create feedback relates to the role’s permissions to assign feedback to onboarding profiles.

The feedback you can select are defined by the accesses set on the feedback itself or on the role. Also read the article Roles: Content tab.

There are 4 icons on the right side of the "Create feedback" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create feedback across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to create feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create feedback, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create feedback for their own onboarding profile. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create feedback within the Onboarding module.

2.6.2 Edit feedback

Edit feedback relates to the role’s permissions to edit feedback within the Onboarding module.

There are 4 icons on the right side of the "Edit feedback" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit feedback across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit feedback, 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 feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit feedback for their own onboarding profiles. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit feedback within the Onboarding module.

2.6.3 Delete feedback

Delete feedback relates to the role’s permissions to delete feedback within the Onboarding module.

There are 4 icons on the right side of the "Delete feedback" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete feedback across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete feedback, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete feedback for their own onboarding profiles. In practice, this does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete feedback within the Onboarding module.

2.7 Documents

Click on the arrow on the left of "Documents" to unfold this section. This section consists of 3 sub-sections:

rolesonboarding8.png

Documents in this section refer to all onboarding related documents.

There are 2 icons on the right side of the "Documents" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Documents settings, given that you have enabled the "Show" icon.

2.7.1 Upload documents

Upload documents relates to the role’s permissions to upload documents for an onboarding profile within the organization.

There are 4 icons on the right side of the "Upload documents" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to upload documents for onboarding profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to upload documents for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to upload documents, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to upload documents, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to upload documents for their own onboarding profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to upload documents in the Onboarding module.

2.7.2 Delete documents

Delete documents relates to the role’s permissions to delete documents for an onboarding profile within the organization.

There are 4 icons on the right side of the "Delete documents" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete documents for onboarding profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete documents for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete documents, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete documents, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete documents for their own onboarding profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete documents in the Onboarding module.

2.7.3 Create folders

Create folders relates to the role’s permissions to create folders to organize documents on an onboarding profile.

There are 4 icons on the right side of the "Create folders" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create folders to organize documents on an onboarding profile across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create folders to organize documents on an onboarding profile to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create folders, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create folders, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create folders for their own onboarding profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create folders in the Onboarding module.

2.8 Learning

Click on the arrow on the left of "Learning" to unfold this section. This section consists of 2 sub-sections:

rolesonboarding9.png

Here, Learning refers to the Learning courses embedded in the Onboarding module.

There are 2 icons on the right side of the "Learning" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Learning settings under Onboarding, given that you have enabled the "Show" icon.

2.8.1 Assign learning (Course bank)

Assign learning – Course bank relates to the role’s permissions to assign a course from the own learning universe, given that the role has access to those courses.

There are 4 icons on the right side of the "Assign learning (Course bank)" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign a course from the course bank to the onboarding profiles this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to assign a course from the course bank to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign a course, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign a course, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign a course to their own onboarding profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign a course from the course bank in the Onboarding module.

2.8.2 Assign learning (Manual course)

Assign learning – Manual course relates to the role’s permissions to assign a separately entered course to an employee, given that this role also has access to the Learning permission and subsequently to the Course permission within Learning. This permission can also be found under Functionality > Learning.

There are 4 icons on the right side of the "Assign learning (Manual course)" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign a manual course to the onboarding profiles this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to assign a manual course to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign a course, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign a course, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign a manual course to their own onboarding profiles.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign a manual course in the Onboarding module.

2.9 Comments

Click on the arrow on the left of "Comments" to unfold this section. This section consists of 2 sub-sections:

rolesonboarding10.png

Comments here refers to the comments that users in Emply can leave on onboarding profiles, given that that this permission is enabled for their roles.

There are 2 icons on the right side of the "Comments" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Comments settings, given that you have enabled the "Show" icon.

2.9.1 Comment on profiles

Comment on profiles relates to the role’s permissions to write and delete comments on an onboarding profile.

NOTE: Please bear in mind that it is not possible to edit comments.

Comments that are locked with the "Padlock" icon are only visible to the user who wrote the comment.

There are 4 icons on the right side of the "Comment on profiles" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to write and delete comments on an onboarding profile this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to write and delete comments on onboarding profiles to match a specific criterion.

    Example 1: If only an employee’s manager should be able to write and delete comments, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to write and delete comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to write and delete comments for their own onboarding profiles.

  • "Hide" (red):By clicking on this icon, you will altogether deny this role the ability to write and delete comments on onboarding profiles.

2.9.2 Show other comments on profiles

Show other comments on profiles relates to the role’s permissions to see comments from other users in Emply on an onboarding profile.

There are 4 icons on the right side of the "Show other comments on profiles" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view other comments on the onboarding profiles this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view other comments to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view comments, 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 comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view other comments on their own onboarding profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view other comments on onboarding profiles.

In this chapter, you can learn about all the permissions available in the Onboarding section in the Functionality tab.

Roles: Functionality > Employees

Click on the arrow on the left of "Employees" to unfold this section.

rolesemployees1.png

On the right side of the Employees bar, you can see 2 icons: Show (green) and Hide (red). The Show icon allows the user with the assigned role to see the HR Management module on their account. Moreover, the icon gives access to the 15 options below.

The Hide icon blocks the Employees settings for this role.

Continue to the following chapters to read about the 15 options available within the Employees settings, given that you have enabled the Show icon:

1.1 Organization

Click on the arrow on the left of Organization to unfold this section. This section consists of 9 sub-sections:

rolesemployees2.png

There are 4 icons on the right side of the Organization bar:

  • "All" (green):

    By clicking this icon, you will be able to edit all the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the access for a user with the assigned role to match a specific criterion. From the dropdown list, select the criterion of your choice. Then, select a symbol and a value that should match the criterion.

    Example 1: If only an employee’s manager should have access to the full employee profile, it should look like this: “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to see each other’s full profiles, it should look like this: “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking this icon, you can limit the options below to only affect the account of the user with the assigned role.

  • "Hide" (red):

    This icon allows you to block the section from the account completely.

Continue to the following chapters to read about the 9 sub-sections available within the Organization settings, given that you have enabled the "All", "Custom" or "Own" icon.

1.1.1 Full employee profile

Full employee profile relates to what you can see on an employee profile.

There are 4 icons on the right side of the Full employee profile bar:

  • "All" (green):

    By clicking on this icon, you can give this role access to the full employee profile for everyone within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the access for this role to match a specific criterion.

    Example 1: If only an employee’s manager should have access to the full employee profile, it should look like this: “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to see each other’s full profiles, it should look like this: “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view the full employee view for their own profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny access to the full employee profile for this role.

1.1.2 Create employees

If you click the "Show" icon, a user with the assigned role will be able to create employees within the organization.

If you click the "Hide" icon, a user with the assigned role will not be able to create employees within the organization.

1.1.3 Tag employees

Tag employees relates to the right to add tags to an employee profile.

There are 4 icons on the right side of the "Tag employees" bar:

  • "All" (green):

    By clicking on this icon, you can give this role the rights to add tags to all the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the right to add tags for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add tags, it should look like this: “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to add tags to each other’s profiles, it should look like this: “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add tags to their own profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny access to add tags to employee profiles.

1.1.4 Export employees

Export employees relates to the role’s exporting permissions for employee information within the organization.

In order to do so, you would also need access to the Integrations section, where exports templates are generated.

There are 4 icons on the right side of the Export employee bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to export employee data across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the export permissions for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to export, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to export each other’s profiles, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to export their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to export employees.

1.1.5 Archive employees

Archive employees relates to the role’s archiving permissions for employee data within the organization.

There are 4 icons on the right side of the Archive employee bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to archive employee data across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the archiving permissions for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to archive, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to archive each other’s profiles, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to archive their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to archive employees.

1.1.6 Delete employees

Delete employees relates to the role’s deleting permissions for employee data within the organization.

There are 4 icons on the right side of the Delete employee bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete employee data across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can be able to customize the delete permissions for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to delete each other’s profiles, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete employees.

1.1.7 Run manual automations

Run manual automations relates to the role’s permissions to create manual automations for employees within the organization.

NOTE: Please keep in mind that if a user wants to set up a manual automation, you will also need access to the permission Functionality > Settings > Automations.

There are 4 icons on the right side of the Run manual automations bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to run manual automations for employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the manual automation permissions for this role to match a specific criterion.

    Example: If only an employee’s manager should be able to run manual automations involving the employee, you can enter the criterion “Predefined user” “equals” “Manager”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to run manual automations for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to run manual automations for employees.

1.1.8 Show archived employees

Show archived employees relates to the role’s permissions to see employees with status “archived” within the organization.

There are 4 icons on the right side of the Show archived employees bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see archived employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to see archived employees for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see archived employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to see archived employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see their own archived employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see archived employees.

1.1.9 Show pending employees

Show pending employees relates to the role’s permissions to see employees with status “pending” within the organization.

There are 4 icons on the right side of the Show pending employees bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to see pending employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to see pending employees for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to see pending employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to see pending employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to see their own pending employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to see pending employees.

1.2 Messages

Click on the arrow on the left of Messages to unfold this section. You will see that this section consists of 2 sub-sections:

rolesemployees3.png

There are 2 icons on the right side of the Messages bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Messages settings, given that you have enabled the "Show" icon.

1.2.1 Send email to employees

Send email to employees relates to the role’s permissions to send emails to employees within the organization.

There are 4 icons on the right side of the Send email to employees bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to send emails to all employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to send emails to employees for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to send emails to employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to send emails to employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to send emails to his own profile, which does not work in practice.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to send emails to employees.

1.2.2 Send SMS to employees

Send SMS to employees relates to the role’s permissions to send emails to employees within the organization.

There are 4 icons on the right side of the Send SMS to employees bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to send SMS to all employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to send SMS to employees for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to send SMS to employees, you can enter the criterion “Predefined user” “equals” “Manager”. Example 2: If you only want people within the same department to be able to send SMS to employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to send SMS to their own profile, which does not work in practice.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to send SMS to employees.

1.3 Calendar

Click on the arrow on the left of Calendar to unfold this section. This section consists of 3 sub-sections:

rolesemployees4.png

There are 2 icons on the right side of the Calendar bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Calendar settings, given that you have enabled the "Show" icon.

1.3.1 Create meeting

Create meeting relates to the role’s permissions to create meetings within the organization.

There are 4 icons on the right side of the Create meeting bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create meetings for employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to create meetings for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create meetings, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create meetings, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create meetings for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create meetings.

1.3.2 Edit meeting

Edit meeting relates to the role’s permissions to edit existing meetings scheduled in Emply within the organization.

There are 4 icons on the right side of the Edit meeting bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit meetings for employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit meetings for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit meetings, 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 meetings, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit meetings for their own account.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit meetings.

1.3.3 Delete meeting

Delete meeting relates to the role’s permissions to delete existing meetings scheduled in Emply within the organization.

There are 4 icons on the right side of the Delete meeting bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete meetings for employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete meetings for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete meetings, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete meetings, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete meetings for their own account.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete meetings.

1.4 Tasks

Click on the arrow on the left of Tasks to unfold this section. This section consists of 4 sub-sections:

rolesemployees5.png

A task in Emply is an assignment for a specific user explaining what needs to be done. It can contain a due date, a short message and it needs to be checked off.

There are 2 icons on the right side of the Tasks bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 Tasks settings, given that you have enabled the Show icon.

1.4.1 Create tasks

Create tasks relates to the role’s permissions to create tasks in the HR Management module (HR Basic).

There are 4 icons on the right side of the Create tasks bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create tasks across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to create tasks for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create tasks, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, user with this role will only be able to create tasks for their own account.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create tasks.

1.4.2 Edit tasks

Edit tasks relates to the role’s permissions to edit tasks in the HR Management module (HR Basic).

There are 4 icons on the right side of the Edit tasks bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit tasks across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit tasks for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit tasks, 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 tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit tasks for their own account.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit tasks.

1.4.3 Delete tasks

Delete tasks relates to the role’s permissions to delete tasks in the HR Management module (HR Basic).

There are 4 icons on the right side of the Delete tasks bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete tasks across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete tasks for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete tasks, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit tasks for their own account.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete tasks.

1.4.4 Show other user's tasks

Show other user’s tasks relates to the role’s permissions to view other users’ tasks in the HR Management module (HR Basic).

There are 4 icons on the right side of the Show other user’s tasks bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view other users’ tasks across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to view other users’ tasks for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view other users’ tasks, 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 other users’ tasks, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own tasks, which in practice does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view other users’ tasks.

1.5 Forms

Click on the arrow on the left of Forms to unfold this section. This section consists of 3 sub-sections:

rolesemployees6.png

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:

  • "Show" (green):

    By clicking this icon, you can edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Forms settings, given that you have enabled the "Show" icon.

1.5.1 Create forms

Create forms relates to the role’s permissions to use forms on an employee profile.

The forms you can select are defined by the accesses set on the form itself or on the role. For more information, please read the article Roles: Content tab.

There are 4 icons on the right side of the Create forms bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to use forms on all employee profiles.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to use forms for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to use forms, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to use forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to use forms for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to use forms on employee profiles.

1.5.2 Edit forms

Edit forms relates to the role’s permissions to edit the available forms on employee profiles.

There are 4 icons on the right side of the Edit forms bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit forms for all employee profiles.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit forms for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit forms, 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 forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit forms for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit forms.

1.5.3 Delete forms

Delete forms relates to the role’s permissions to delete forms within the organization.

There are 4 icons on the right side of the Delete forms bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete forms across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete form for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete forms, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete forms, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit forms for their own account, which in practice does not work.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete forms.

1.6 Feedback

Click on the arrow on the left of Feedback to unfold this section. This section consists of 3 sub-sections:

rolesemployees7.png

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:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Feedback settings, given that you have enabled the "Show" icon.

1.6.1 Create feedback

Create feedback relates to the role’s permissions to assign feedback within the HR Management module (HR Basic).

The feedback you can select is defined by the accesses set on the feedback itself or on the role. Also read the article Roles: Content tab.

There are 4 icons on the right side of the Create feedback bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create feedback across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to create feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create feedback, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create feedback for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create feedback.

1.6.2 Edit feedback

Edit feedback relates to the role’s permissions to edit feedback within the HR Management module (HR Basic).

There are 4 icons on the right side of the Edit feedback bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit feedback across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to edit feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit feedback, 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 feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit feedback for their employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit feedback.

1.6.3 Delete feedback

Delete feedback relates to the role’s permissions to delete feedback within the HR Management module (HR Basic).

There are 4 icons on the right side of the Delete feedback bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete feedback across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete feedback for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete feedback, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete feedback, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete feedback for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete feedback.

1.7 Documents

Click on the arrow on the left of Documents to unfold this section. This section consists of 3 sub-sections:

rolesemployees8.png

Documents in this section refer to all employee related documents, such as CV’s, employment contracts, forms that have been filled out and more.

There are 2 icons on the right side of the Documents bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 3 sub-sections available within the Documents settings, given that you have enabled the Show icon.

NOTE: Please keep in mind that you will also need to have access to the employee profile to be able to view, upload and delete employee documents. You can activate this access in the roles under Functionality > Employees > Organization > Full employee profile. This has to be set to "All", "Custom" or "Own", the latter in case you want a user to only access their own documents.

1.7.1 Upload documents

Upload documents relates to the role’s permissions to upload documents for an employee within the organization.

There are 4 icons on the right side of the Upload documents bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to upload documents for an employee across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to upload documents for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to upload documents, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to upload documents, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to upload documents for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to upload documents.

1.7.2 Delete documents

Delete documents relates to the role’s permissions to delete documents for an employee within the organization.

There are 4 icons on the right side of the Delete documents bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete documents for an employee across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability to delete documents for this role to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete documents, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete documents, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete documents for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete documents.

1.7.3 Create folders

Create folders relates to the role’s permissions to create folders to organize documents on an employee profile.

There are 4 icons on the right side of the Create folders bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create folders to organize documents on an employee profile across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create folders to organize documents on an employee profile to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create folders, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create folders, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create folders for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create folders.

1.8 Job profiles

This section does not unfold.

rolesemployees9.png

Job profiles in this section refer to all the job profiles that are set up in the Settings. They consist of a set of skills, work tasks and a job description and they are used to benchmark employees.

There are 2 icons on the right side of the Job profiles bar:

  • "Show" (green):

    By clicking this icon, you can view the Job profiles tab in the HR Management module.

  • "Hide" (red):

    This icon allows you to block the Job profiles tab in the HR Management module.

rolesemployees10.png

1.9 Skills

Click on the arrow on the left of Skills to unfold this section. This section consists of 4 sub-sections:

rolesemployees11.png

Skills in this section refer to employee skills that can be created in the Settings > Templates > Employees.

There are 2 icons on the right side of the Skills bar:

  • "Show" (green):

    By clicking this icon, you can edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "Hide" (red):

    This icon allows you to block the section below completely from the user’s account.

Continue to the following chapters to read about the 4 sub-sections available within the Skills settings, given that you have enabled the Show icon.

NOTE: Please keep in mind that you will also need to have access to the employee profile to be able to view and add skills on the employee. You can activate this access in the roles under Functionality > Employees > Organization > Full employee profile. This has to be set to "All", "Custom" or "Own", the latter in case you want a user to only see their own skills.

1.9.1 Overview

Here, Overview relates to the role’s permissions to view the Skills tab in the HR Management module and the skills on an employee profile.

The Skills tab:

rolesemployees12.png

The skills on an employee profile:

rolesemployees13.png

There are 4 icons on the right side of the Overview bar under Skills:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the skills for all the employee within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view skills to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view skills, 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 skills, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view skills for their own profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view the Skills tab in the HR Management module (HR Basic) and to view the skills on an employee profile.

1.9.2 Add skills

Add skills relates to the role’s permissions to add skills to an employee profile.

NOTE: To be able to add skills to an employee profile, you also need access to the full employee profile of that employee.

There are 4 icons on the right side of the Add skills bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add skills to an employee profile across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add skills to an employee profile to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add skills to an employee profile, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to add skills to an employee profile, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add skills to their own profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add skills.

1.9.3 Edit skills

Edit skills relates to the role’s permissions to edit skills on an employee profile.

NOTE: To be able to edit skills on an employee profile, you also need access to the full employee profile of that employee.

There are 4 icons on the right side of the Edit skills bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit skills on an employee profile across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit skills on an employee profile to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit skills, 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 skills, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit skills on their own profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit skills.

1.9.4 Delete skills

Delete skills relates to the role’s permissions to delete skills on an employee profile.

NOTE: To be able to edit skills on an employee profile, you also need access to the full employee profile of that employee.

There are 4 icons on the right side of the Delete skills bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete skills on an employee profile across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete skills on an employee profile to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete skills, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete skills, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete skills on their own profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete skills.

1.10 Certificates

Click on the arrow to the left of Certificates to unfold this section. This section consists of 5 sub-sections:

rolesemployees14.png

Certificates in this section refer to digitalized certificates assigned or uploaded into Emply and linked to an employee profile. These can be viewed in the HR Management module in the tab Certificates and on the employee profile.

There are 2 icons on the right side of the Certificates bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 5 sub-sections available within the Skills settings, given that you have enabled the "Show" icon.

1.10.1 Overview

Here, Overview relates to the role’s permissions to view the "Certificates" tab in the HR Management module.

rolesemployees15.png

There are 4 icons on the right side of the Overview bar under Certificates:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the certificates for all the employee within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view certificates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view certificates, 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 certificates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with will only be able to view certificates for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view the Certificates tab in the HR Management module.

1.10.2 Create certificates

Create certificates relates to the role’s permissions to create new certificates, link them to employees and assign or upload digitalized certificates.

There are 4 icons on the right side of the Create certificates bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create certificates for all the employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create certificates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create certificates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create certificates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create certificates for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create certificates.

1.10.3 Edit certificates

Edit certificates relates to the role’s permissions to edit existing certificates.

There are 4 icons on the right side of the Edit certificates bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit certificates for all the employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit certificates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit certificates, 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 certificates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit certificates for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit certificates.

1.10.4 Archive certificates

Archive certificates relates to the role’s permissions to archive existing certificates.

There are 4 icons on the right side of the Archive certificates bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to archive certificates for the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to archive certificates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to archive certificates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to archive certificates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to archive certificates that pertain to themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to archive certificates.

1.10.5 Delete certificates

Delete certificates relates to the role’s permissions to delete archived certificates.

There are 4 icons on the right side of the Delete certificates bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete certificates for the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete certificates to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete certificates, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete certificates, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete certificates that pertain to themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete certificates.

1.11 Goals

Click on the arrow on the left of Goals to unfold this section. This section consists of 7 sub-sections:

rolesemployees16.png

Goals in this section refer to goals (soft and hard) that can be created for the entire organization. Goals, in turn, consist of objectives.

NOTE: Goals are created in Settings > Templates > Employees > Goals. To do so, a user will need access to the permission Functionality > Settings > Templates > Employees

Next, these goals can be added to employee profiles.

There are 2 icons on the right side of the Goals bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 7 sub-sections available within the Goals settings, given that you have enabled the Show icon.

1.11.1 Overview

Here, Overview relates to the role’s permissions to view the Goals tab in the HR Management module.

Goals and objectives are visible in this list when they have been added to an employee profile.

rolesemployees17.png

There are 4 icons on the right side of the Overview bar under Goals:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the goals and objectives for all the employee within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view goals and objectives to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view goals and objectives, 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 goals and objectives, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own goals and objectives.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view the Goals tab in the HR Management module (HR Basic).

1.11.2 Create goals

Create goals relates to the role’s permissions to add new goals to employee profiles.

There are 4 icons on the right side of the Create goals bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add new goals to all employee profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add new goals to employee profiles to match a specific criterion..

    Example 1: If only an employee’s manager should be able to add new goals, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to add new goals, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create new goals for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add new goals to employee profiles.

1.11.3 Edit goals

Edit goals relates to the role’s permissions to edit existing goals.

There are 4 icons on the right side of the Edit goals bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit existing goals for all the employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit existing goals to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit existing goals, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to edit existing goals, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit existing goals for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit existing goals.

1.11.4 Delete goals

Delete goals relates to the role’s permissions to delete existing goals.

There are 4 icons on the right side of the Delete goals bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete existing goals for all the employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete existing goals to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete existing goals, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to delete existing goals, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit existing goals for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete existing goals.

1.11.5 Create objectives

Create objectives relates to the role’s permissions to add new objectives to employee profiles.

There are 4 icons on the right side of the Create objectives bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add new objectives to all employee profiles across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add new objectives to employee profiles to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add new objectives, you can enter the criterion “Predefined user” “equals” “Manager”. Example 2: If you only want people within the same department to add new objectives, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create new objectives for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add new objectives to employee profiles.

1.11.6 Edit objectives

Edit objectives relates to the role’s permissions to edit existing objectives.

There are 4 icons on the right side of the Edit objectives bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit existing objectives for all the employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit existing objectives to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit existing objectives, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to edit existing objectives, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit existing objectives for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit existing objectives.

1.11.7 Delete objectives

Delete objectives relates to the role’s permissions to delete existing objectives.

There are 4 icons on the right side of the Delete objectives bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete existing objectives for all the employees across the whole organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete existing objectives to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete existing objectives, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to delete existing objectives, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit existing objectives for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete existing objectives.

1.12 Absence

Click on the arrow on the left of Absence to unfold this section. This section consists of 6 sub-sections:

rolesemployees18.png

Here, Absence refers to any leave types as they were created in the Settings.

There are 2 icons on the right side of the Absence bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 6 sub-sections available within the Absence settings, given that you have enabled the "Show" icon.

1.12.1 Overview

Here, Overview relates to the role’s permissions to view the Absence tab in the HR Management module.

rolesemployees19.png

There are 4 icons on the right side of the Overview bar under Absence:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the absences for all the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view absences to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view absences, 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 absences, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own absences.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view the Absence tab in the HR Management module.

1.12.2 Register absence

Register absence relates to the role’s permissions to register absences in general. This can be done in Employees > Absence.

There are 4 icons on the right side of the Register absence bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to register absences for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to register absences to match a specific criterion.

    Example 1: If only an employee’s manager should be able to register absences, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to register absences, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to register absences for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to register absences.

1.12.3 Edit absence

Edit absence relates to the role’s permissions to edit absences. This can be done in Employees > Absence.

There are 4 icons on the right side of the Edit absence bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit absences for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit absences to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit absences, 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 absences, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit absences for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit absences.

1.12.4 Delete absence

Delete absence relates to the role’s permissions to delete absences. This can be done in Employees > Absence.

There are 4 icons on the right side of the Delete absence bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete absences for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete absences to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete absences, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete absences, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit absences for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete absences.

1.12.5 Export absence

Export absence relates to the role’s permissions to export absences. This can be done in Employees > Organization, given that that the export template for absences has been created in the Settings and that this role has access to that export.

There are 4 icons on the right side of the Export absence bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to export absences for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to export absences to match a specific criterion.

    Example 1: If only an employee’s manager should be able to export absences, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to export absences, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to export absences for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to export absences.

1.12.6 Change allowances

Change allowances relates to the role’s permissions to change allowances for an employee. This can be done in the Absence tab in the HR Management module.

There are 4 icons on the right side of the Change allowances bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to change allowances for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to change allowances to match a specific criterion.

    Example 1: If only an employee’s manager should be able to change allowances, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to change allowances, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to change allowances for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to change allowances.

1.13 Learning

Click on the arrow on the left of Learning to unfold this section. This section consists of 2 sub-sections:

rolesemployees20.png

Here, Learning refers to the Learning module within HR Management.

There are 2 icons on the right side of the Learning bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Learning settings, given that you have enabled the "Show" icon.

1.13.1 Assign learning (Course bank)

Assign learning – Course bank relates to the role’s permissions to assign a course from the own learning universe, given that the role has access to those courses.

There are 4 icons on the right side of the Assign learning (Course bank) bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign a course from the course bank to the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to assign a course from the course bank to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign a course, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign a course, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign a course to themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign a course from the course bank.

1.13.2 Assign learning (Manual course)

Assign learning – Manual course relates to the role’s permissions to assign a separately entered course to an employee, given that that this role also has access to the Learning permission and subsequently to the Course permission within Learning. This permission can also be found under Functionality > Learning.

There are 4 icons on the right side of the Assign learning (Manual course) bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to assign a manual course to the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to assign a manual course to match a specific criterion.

    Example 1: If only an employee’s manager should be able to assign a course, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to assign a course, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to assign a manual course to themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to assign a manual course.

1.14 Payroll

Click on the arrow on the left of "Payroll" to unfold this section. This section consists of 19 sub-sections:

rolesemployees21.png

There are 2 icons on the right side of the "Payroll" bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 19 sub-sections available within the Payroll settings, given that you have enabled the "Show" icon.

1.14.1 Overview

Here, Overview relates to the role’s permissions to view the Payroll tab in the HR Management module (HR Basic).

rolesemployees22.png

There are 4 icons on the right side of the Overview bar under Payroll:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the payroll rules for all the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view payroll rules to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view payroll rules, 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 payroll rules, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own payroll rules.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view the Payroll tab in the HR Management module (HR Basic).

1.14.2 Create employments

Create employments relates to the role’s permissions to create employments in the Payroll tab under Employees for a specific Payroll group. These groups can be created in the Settings > Templates > Employees > Payroll, given that that the role has access to this part of the Settings.

Moreover, this permission also allows to create new employments, given that that the role has access to the Payroll widget on the employee profile.

There are 4 icons on the right side of the Create employments bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create employments for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create employments to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create employments, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create employments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create employments on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create employments.

1.14.3 Edit employments

Edit employments relates to the role’s permissions to edit existing employments in the Payroll tab.

Moreover, it allows users to edit employments on employee profiles.

There are 4 icons on the right side of the Edit employments bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit employments for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit employments to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit employments, 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 employments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit employments on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit employments.

1.14.4 Delete employments

Delete employments relates to the role’s permissions to delete existing employments in the Payroll tab. Moreover, it allows users to delete employments on employee profiles.

There are 4 icons on the right side of the Delete employments bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete employments for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete employments to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete employments, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete employments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete employments on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete employments.

1.14.5 Create agreements

Create agreements relates to the role’s permissions to create new agreements within an employment on employee level.

An agreement is an employee’s duties that you can create per an employment. It is possible to have multiple agreements per employment. An employment never has to change, but one could just adjust agreements.

There are 4 icons on the right side of the Create agreements bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to create agreements for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to create agreements to match a specific criterion.

    Example 1: If only an employee’s manager should be able to create agreements, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to create agreements, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to create agreements on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to create agreements.

1.14.6 Edit agreements

Edit agreements relates to the role’s permissions to edit agreements on employee level.

There are 4 icons on the right side of the Edit agreements bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit agreements for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit agreements to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit agreements, 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 agreements, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit agreements on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit agreements.

1.14.7 Delete agreements

Delete agreements relates to the role’s permissions to delete agreements on employee level.

There are 4 icons on the right side of the Delete agreements bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete agreements for the employees this role has access to.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete agreements to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete agreements, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete agreements, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete agreements on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete agreements.

1.14.8 Create benefits

Create benefits relates to the role’s permissions to add benefits, based on existing benefit templates, to an employee profile.

NOTE:

  • Benefit templates are created in Settings > Templates > Employees > Benefits.

    To do this, you would need the permission Functionality > Settings > Templates > Employees.

  • It is important to understand that benefits are added to employee profiles via the master data form. To add the benefits group to this form, go to Settings > Forms > look for Master data > Add the existing element Benefit group.

    Please keep in mind that the role should have access to the permission Functionality > Settings > Forms in order to edit forms.

  • For the benefits to be visible on an employee profile, the Payroll widget needs to be added. For more information, read 1.1.1 Full employee profile.

    When a benefit group has been added to an employee via the master data form, the benefits, supplements and deductions, pension schemes and hourly salary rates will be generated from the Payroll widget.

There are 4 icons on the right side of the Create benefits bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add benefits to all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add benefits to employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add benefits to employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to add benefits to employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add benefits to their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add benefits to employees.

1.14.9 Edit benefits

Edit benefits relates to the role’s permissions to edit benefits on an employee profile.

There are 4 icons on the right side of the Edit benefits bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit benefits for all the employees within the organization.

  • Custom (blue):

    By clicking on this icon, you can customize the ability for this role to edit benefits for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit benefits for employees, 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 benefits for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add benefits to their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit benefits for employees.

1.14.10 Delete benefits

Delete benefits relates to the role’s permissions to delete benefits on an employee profile.

There are 4 icons on the right side of the Delete benefits bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete benefits for all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete benefits for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete benefits for employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete benefits for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete benefits on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete benefits for employees.

1.14.11 Create supplements and deduction

Create supplements and deduction relates to the role’s permissions to add supplements and deductions, based on existing benefit templates, to an employee profile.

NOTE:

  • Benefit templates, including supplements and deductions are created in Settings > Templates > Employees > Benefits.

    A user who would need to do this, would need the permission Functionality > Settings > Templates > Employees.

  • It is important to understand that benefits, including supplements and deductions are added to employee profiles via the master data form. To add the benefits group to this form, go to Settings > Forms > look for Master data > Add the existing element Benefit group.

    Please keep in mind that the role should have access to the permission Functionality > Settings > Forms in order to edit forms.

  • For the supplements and deductions to be visible on an employee profile, the Payroll widget needs to be added. For more information, read 1.1.1 Full employee profile.

    When a benefit group has been added to an employee via the master data form, the benefits, supplements and deductions, pension schemes and hourly salary rates will be able to be created from the Payroll widget.

There are 4 icons on the right side of the Create supplements and deduction bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add supplements and deductions to all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add supplements and deductions to employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add supplements and deductions to employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to add supplements and deductions to employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add supplements and deductions to their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add supplements and deductions to employees.

1.14.12 Edit supplements and deduction

Edit supplements and deduction relates to the role’s permissions to edit supplements and deductions on an employee profile.

There are 4 icons on the right side of the Edit supplements and deduction bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit supplements and deductions for all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit supplements and deductions for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit supplements and deductions for employees, 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 supplements and deductions for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit supplements and deductions on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit supplements and deductions for employees.

1.14.13 Delete supplements and deduction

Delete supplements and deduction relates to the role’s permissions to delete supplements and deductions on an employee profile.

There are 4 icons on the right side of the Delete supplements and deduction bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete supplements and deductions for all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete supplements and deductions for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete supplements and deductions for employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete supplements and deductions for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete supplements and deductions on their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete supplements and deductions for employees.

1.14.14 Create pension schemes

Create pension schemes relates to the role’s permissions to add pension schemes, based on existing benefit templates, to an employee profile.

NOTE:

  • Benefit templates, including pension schemes, are created in Settings > Templates > Employees > Benefits.

    A user who would need to do this, would need the permission Functionality > Settings > Templates > Employees.

  • It is important to understand that benefits, including pension schemes are added to employee profiles via the master data form. To add the benefits group to this form, go to Settings > Forms > look for Master data > Add the existing element Benefit group.

    Please keep in mind that the role should have access to the permission Functionality > Settings > Forms in order to edit forms.

  • For the pension schemes to be visible on an employee profile, the Payroll widget needs to be added. For more information, read 1.3.1.1 Full employee profile.

    When a benefit group has been added to an employee via the master data form, the benefits, supplements and deductions, pension schemes and hourly salary rates will be able to be created from the Payroll widget.

There are 4 icons on the right side of the Create pension schemes bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add pension schemes to all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add pension schemes to employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add pension schemes to employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to add pension schemes to employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add pension schemes to their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add pension schemes to employees.

1.14.15 Edit pension schemes

Edit pension schemes relates to the role’s permissions to edit pension schemes on an employee profile.

There are 4 icons on the right side of the Edit pension schemes bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit pension schemes for all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit pension schemes for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit pension schemes for employees, 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 pension schemes for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit pension schemes for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit pension schemes for employees.

1.14.16 Delete pension schemes

Delete pension schemes relates to the role’s permissions to delete pension schemes on an employee profile.

There are 4 icons on the right side of the Delete pension schemes bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete pension schemes for all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete pension schemes for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete pension schemes for employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete pension schemes for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete pension schemes for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete pension schemes for employees.

1.14.17 Create hourly salary rates

Create hourly salary rates deals with the role’s permissions to add hourly salary, based on existing benefit templates, to an employee profile.

NOTE:

  • Benefit templates, including hourly salary, are created in Settings > Templates > Employees > Benefits.

    A user who would need to do this, would need the permission Functionality > Settings > Templates > Employees.

  • It is important to understand that benefits, including hourly salary, are added to employee profiles via the master data form. To add the benefits group to this form, go to Settings > Forms > look for Master data > Add the existing element Benefit group.

    Please keep in mind that the role should have access to the permission Functionality > Settings > Forms in order to edit forms.

  • For the hourly salary to be visible on an employee profile, the Payroll widget needs to be added. For more information, read 1.3.1.1 Full employee profile.

    When a benefit group has been added to an employee via the master data form, the benefits, supplements and deductions, pension schemes and hourly salary rates will be able to be created from the Payroll widget.

There are 4 icons on the right side of the Create hourly salary bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to add hourly salary to all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to add hourly salary to employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to add hourly salary to employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to add hourly salary to employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to add hourly salary to their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to add hourly salary to employees.

1.14.18 Edit hourly salary rates

Edit hourly salary rates relates to the role’s permissions to edit hourly salary on an employee profile.

There are 4 icons on the right side of the Edit hourly salary bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit hourly salary for all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit hourly salary for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit hourly salary for employees, 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 hourly salary for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit hourly salary for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit hourly salary for employees.

1.14.19 Delete hourly salary rates

Delete hourly salary rates relates to the role’s permissions to delete hourly salary on an employee profile.

There are 4 icons on the right side of the Delete hourly salary bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete hourly salary for all the employees within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete hourly salary for employees to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete hourly salary for employees, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete hourly salary for employees, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete hourly salary for their own employee profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete hourly salary for employees.

1.15 Comments

Click on the arrow on the left of Comments to unfold this section. This section consists of 2 sub-sections:

rolesemployees23.png

Comment here refers to the comments that users can leave on employee profiles, given that this permission is enabled for their roles.

There are 2 icons on the right side of the Comments bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

  • "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 2 sub-sections available within the Comments settings, given that you have enabled the "Show" icon.

1.15.1 Comment on employees

Comment on employees relates to the role’s permissions to write and delete comments on an employee profile.

NOTE: Please bear in mind that it is not possible to edit comments.

Comments that are locked with the Padlock icon are only visible to the user who wrote the comment.

There are 4 icons on the right side of the Comment on employees allowances bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to write and delete comments on all employee profiles with in the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to write and delete comments on employee profiles to match a specific criterion.

    Example 1: If only an employee’s manager should be able to write and delete comments, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to write and delete comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to write and delete comments for themselves.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to write and delete comments on employee profiles.

1.15.2 Show other comments on employees

Show other comments on employees relates to the role’s permissions to see comments from other users on an employee profile.

There are 4 icons on the right side of the Show other comments on employees bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view other comments on all the employee profiles within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view other comments to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view comments, 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 comments, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view other comments on their own profile.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view other comments on employee profiles.

In this chapter, you can learn about all the permissions available in the "Employees" section in the "Functionality" tab.

Roles: Functionality > Learning

1. Go to "Settings" in the main menu and click on "Account"

Settings_ss.png

1.1. Go to the "Roles" tab and click on the relevant role

rolesdashboard2.png

2. Click on the arrow on the left of "Learning" to unfold this section.

roleslearning3.png

Learning here refers to the Learning module.

On the right of the "Learning" bar, you will see 2 icons: "Show" (green) and "Hide" (red). The "Show" icon allows the user with the assigned role to see the Learning module on their account. Moreover, it gives access to the 2 options below.

The "Hide" icon blocks this Learning module for this role.

Continue to the following chapters to read about the 2 options available within the Learning settings, given that you have enabled the "Show" icon.

2.1 Courses

Click on the arrow on the left of "Courses" to unfold this section. This section consists of 12 sub-sections:

roleslearning4.png

There are 4 icons on the right side of the "Courses" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the existing courses within the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view the existing courses in the Learning module to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view the existing courses, 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 the existing courses, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view their own courses.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view courses in the Learning module.

Continue to the following chapters to read about the 12 sub-sections available within the Courses settings, given that you have enabled the "All", "Custom" or "Own" icon.

2.1.1 Create online courses

Create online courses relates to the role’s permissions to create new online courses in the Learning module.

There are 2 icons on the right side of the "Create online courses" bar:

  • "Show" (green):

    By clicking this icon, you will be able to see the "New course" button, allowing you to create a new online course.

  • "Hide" (red):

    With this button, you will be able to block the creation of new online courses.

2.1.2 Edit online courses

Edit online courses relates to the role’s permissions to edit existing online courses in the Learning module.

There are 4 icons on the right side of the "Edit online courses" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit any existing online course available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit online courses to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit online courses, 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 online courses, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit their own courses.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit online courses.

2.1.3 Delete online courses

Delete online courses relates to the role’s permissions to delete existing online courses in the Learning module.

There are 4 icons on the right side of the "Delete online courses" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete any existing online course available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete online courses to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete online courses, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete online courses, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete their own courses.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete online courses.

2.1.4 Create onsite courses

Create onsite courses relates to the role’s permissions to create new onsite courses in the Learning module.

There are 2 icons on the right side of the Create onsite courses bar:

  • "Show" (green):

    By clicking this icon, you will be able to see the "New course" button, allowing you to create a new onsite course.

  • "Hide" (red):

    With this button, you will be able to block the creation of new onsite courses.

2.1.5 Edit onsite courses

Edit onsite courses relates to the role’s permissions to edit existing onsite courses in the Learning module.

There are 4 icons on the right side of the "Edit onsite courses" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit any existing onsite course available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit onsite courses to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit onsite courses, 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 onsite courses, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit their own courses.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit onsite courses.

2.1.6 Delete onsite courses

Delete onsite courses relates to the role’s permissions to delete existing onsite courses in the Learning module.

There are 4 icons on the right side of the "Delete onsite courses" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete any existing onsite course available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete onsite courses to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete onsite courses, you can enter the criterion “Predefined user” “equals” “Manager”.

Example 2: If you only want people within the same department to be able to delete onsite

courses, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete their own onsite courses.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete onsite courses.

2.1.7 Create webinars

Create webinars relates to the role’s permissions to create new webinars in the Learning module.

There are 2 icons on the right side of the "Create webinars" bar:

  • "Show" (green):

    By clicking this icon, you will be able to see the "New course" button, allowing you to create a new webinar.

  • "Hide" (red):

    With this button, you will be able to block the creation of new webinars.

2.1.8 Edit webinars

Edit webinars relates to the role’s permissions to edit existing webinars in the Learning module.

There are 4 icons on the right side of the "Edit webinars" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit any existing webinar available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit webinars to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit webinars, 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 webinars, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit their own webinars.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit webinars.

2.1.9 Delete webinars

Delete webinars relates to the role’s permissions to delete existing webinars in the Learning module.

There are 4 icons on the right side of the "Delete webinars" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete any existing webinar available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete webinars to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete webinars, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete webinars, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete their own webinars.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete webinars.

2.1.10 Create learning paths

Create learning paths relates to the role’s permissions to create new learning paths in the Learning module.

There are 2 icons on the right side of the "Create learning paths" bar:

  • "Show" (green):

    By clicking this icon, you will be able to see the "+ New course" button, allowing you to create a new learning path.

  • "Hide" (red):

    With this button, you will be able to block the creation of new learning paths.

2.1.11 Edit learning paths

Edit learning paths relates to the role’s permissions to edit existing learning paths in the Learning module.

There are 4 icons on the right side of the "Edit learning paths" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to edit any existing learning path available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to edit learning paths to match a specific criterion.

    Example 1: If only an employee’s manager should be able to edit learning paths, 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 learning paths, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to edit their own learning paths.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to edit learning paths.

2.1.12 Delete learning paths

Delete learning paths relates to the role’s permissions to delete existing learning paths in the Learning module.

There are 4 icons on the right side of the "Delete learning paths" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete any existing learning path available in the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete learning paths to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete learning paths, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete learning paths, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete their own learning paths.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete learning paths.

2.2 Participants

Click on the arrow on the left of "Participants" to unfold this section. This section consists of 2 sub-sections:

roleslearning5.png

There are 4 icons on the right side of the "Participants" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to view the participants for all courses within the organization in the "Participants"

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to view participants in the Learning module to match a specific criterion.

    Example 1: If only an employee’s manager should be able to view participants, 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 participants, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to view participants for their own courses.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to view participants in the Learning module.

Continue to the following chapters to read about the 2 sub-sections available within the Participants settings, given that you have enabled the "All", "Custom" or "Own" icon.

2.2.1 Send message to participants

Send messages to participants relates to the role’s permissions to contact course participants

There are 4 icons on the right side of the "Send messages to participants" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to contact all course participants within the organization.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to contact course participants to match a specific criterion.

    Example 1: If only an employee’s manager should be able to contact participants, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to contact participants, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to contact themselves as a participant.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to contact participants.

2.2.2 Delete participants

Delete participants relates to the role’s permissions to delete course participants

There are 4 icons on the right side of the "Delete participants" bar:

  • "All" (green):

    By clicking on this icon, you can enable this role to delete all course participants within the organization from the Learning module.

  • "Custom" (blue):

    By clicking on this icon, you can customize the ability for this role to delete course participants to match a specific criterion.

    Example 1: If only an employee’s manager should be able to delete participants, you can enter the criterion “Predefined user” “equals” “Manager”.

    Example 2: If you only want people within the same department to be able to delete participants, you can enter the element “Department” “equals” “Department access”.

  • "Own" (yellow):

    By clicking on this icon, users with this role will only be able to delete themselves as a participant.

  • "Hide" (red):

    By clicking on this icon, you will altogether deny this role the ability to delete participants.

In this chapter, you can learn about all the permissions available in the "Learning" section in the "Functionality" tab.

Roles: Functionality > Reports

1. Go to "Settings" in the main menu and click on "Account"

Settings_ss.png

1.1. Click on the "Roles" tab and click on the relevant role

rolesdashboard2.png

2. Click on the arrow on the left of "Reports" to unfold this section. This section consists of 1 sub-section:

rolesreports3.png

There are 2 icons on the right side of the Reports bar:

  • "Show" (green):

    By clicking this icon, you will be able to edit the sub-sections below without any limitations. These sections apply to everyone within this organization.

    This option will also make the Reports module available for any user with this role.

  • "Hide" (red):

    This icon will allow you to block the Reports module completely from the account.

Continue to the following chapter to read about the sub-section available within the Reports module, given that you have enabled the "Show" icon.

1.1 Edit reports

Edit reports relates to the role’s permission to edit existing reports in the Reports module.

There are 2 icons on the right side of the "Edit reports" bar:

  • "Show" (green):

    By clicking this icon, you can enable this role to edit reports in the Reports module. The gear icon will become available in the upper left corner of the screen.

  • "Hide" (red):

    By clicking this icon, you will make it impossible for this role to edit reports in the Reports module.

In this chapter, you can learn about all the permissions available in the "Reports" section in the "Functionality" tab.

Roles: Functionality > Dashboard

1. Go to "Settings" in the main menu and click on "Account"

Settings_ss.png

1.1. Go to the "Roles" tab and select the relevant role

rolesdashboard2.png

2. Click on the arrow on the left of "Dashboard" to unfold this section.

rolesdashboard3.png

On the right side of the "Dashboard" bar, you can see 2 icons: "Show" (green) and "Hide" (red). The "Show" icon allows the user with the assigned role to see the Dashboard on their account, based on their role and/or department. Moreover, the icon gives access to the 2 options below.

The "Hide" icon hides the Dashboard from the account of the user with the assigned role and blocks the 2 options below.

If you have enabled the "Show" icon, you will have access to these options:

  • Create dashboards:

    The "Show" icon allows the user with the assigned role to create a new Dashboard.

    The "Hide" icon blocks this action.

  • Edit dashboards:

    The "Show" icon allows the user with the assigned role to edit an existing Dashboard.

    The "Hide" icon blocks this action.

rolesdashboard4.png

You can learn more about how to create/edit in this article.

In this chapter, you can learn about all the permissions available in the "Dashboard" section in the "Functionality" tab.

Roles: Functionality > Career Site

rolescareer1.png

There are 2 icons on the right side of the Career Site bar:

  • "Show" (green):

    By clicking this icon, you will give this role access to the career site editor.

  • "Hide" (red):

    This icon will allow you to block the access to the career site editor for this role.

NOTE: When you give access to the career site editor, you give access to all its functionalities. It is not possible to limit access within the editor.

In this chapter, you can learn about all the permissions available in the "Career Site" section in the "Functionality" tab.

Roles: Functionality > Settings

1. Go to "Settings" in the main menu and click on "Account"

Settings_ss.png

1.1. Go to the "Roles" tab and click on the relevant role

Screenshot_2022-12-05_at_14.23.16.png

Click on the arrow on the left of Settings to unfold this section. This section consists of 11 sub-sections:

mceclip39.png

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:

  • 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.

  • 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:

  • Account

  • Account > Users

  • Templates

  • Forms

  • Feedback

  • Learning

  • Automations

  • GDPR

  • Integrations

  • Approvals

  • Translations

1.1 Account

Click on the arrow on the left of Account to unfold this section. This section consists of 4 sub-sections:

mceclip40.png

There are 2 icons on the right side of the Account bar:

  • 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.

  • 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.

1.1.1 Info / Billing

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the Info / Billing tab in the Account settings.

  • Hide (red):

    By clicking this icon, you can hide the Info / Billing tab in the Account settings.

1.1.2 Departments

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the Departments tab in the Account settings.

  • Hide (red):

    By clicking this icon, you can hide the Departments tab in the Account settings.

1.1.3 Roles

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the Roles tab in the Account settings.

  • Hide (red):

    By clicking this icon, you can hide the Roles tab in the Account settings.

1.1.4 Activity

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the Activity tab in the Account settings.

  • Hide (red):

    By clicking this icon, you can hide the Activity tab in the Account settings.

1.2 Account > Users

Click on the arrow on the left of Account > Users to unfold this section. This section consists of 7 sub-sections:

mceclip41.png

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:

  • All (green):

    By clicking on this icon, you can enable this role to view the list of existing users within the organization.

  • 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”.

  • Own (yellow):

    By clicking on this icon, users with this role will only be able to view their own user.

  • 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.

1.2.1 Create users

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:

  • 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.

  • 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:

mceclip0.png

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.

1.2.2 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:

  • 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.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to create new users with the same role.

1.2.3 Edit users

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:

  • All (green):

    By clicking on this icon, you can enable this role to edit existing users across the whole organization.

  • 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”.

  • Own (yellow):

    By clicking on this icon, users with this role will only be able to edit their own user.

  • Hide (red):

    By clicking on this icon, you will altogether deny this role the ability to edit existing users.

1.2.4 Change password policy

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:

  • 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.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to change the password policy for users.

1.2.5 Change status

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:

  • Show (green):

    By clicking this icon, you can enable this role to enable the Activate/Deactivate button on a user profile.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to change the status for users.

1.2.6 Delete 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:

  • Show (green):

    By clicking this icon, you can enable this role to delete existing users they have access to.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to delete any users.

1.2.7 Send all messages

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:

  • 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.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to message any user.

1.3 Templates

Click on the arrow on the left of Templates to unfold this section. This section consists of 5 sub-sections:

mceclip42.png

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:

  • 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.

  • 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.

1.3.1 Employees

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:

  • Show (green):

    By clicking this icon, you can enable this role to view and create Employees templates.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to view and create Employees templates.

1.3.2 Onboarding

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:

  • Show (green):

    By clicking this icon, you can enable this role to view and create Onboarding templates.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to view and create Onboarding templates.

1.3.3 Recruitment

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:

  • Show (green):

    By clicking this icon, you can enable this role to view and create Recruitment templates.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to view and create Recruitment templates.

1.3.4 Messages

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:

  • Show (green):

    By clicking this icon, you can enable this role to view and create message templates.

  • Hide (red):

    By clicking this icon, you will make it impossible for this role to view and create message templates.

1.4 Forms

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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:

  • 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.

  • Hide (red):

    By clicking this icon, you will block the access to Settings > Forms menu for this role.

1.5 Feedback

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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:

  • 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.

  • Hide (red):

    By clicking this icon, you will block the access to Settings > Feedback menu for this role.

1.6 Learning

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Here, Learning refers to the Learning module.

There are 2 icons on the right side of the Learning bar:

  • 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.

  • Hide (red):

    By clicking this icon, you will block the access to Settings > Learning menu for this role.

1.7 Automations

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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:

  • 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.

  • Hide (red):

    By clicking this icon, you can block the access to Settings > Automations menu for this role.

1.8 GDPR

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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:

  • 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.

  • Hide (red):

    By clicking this icon, you can block the access to Settings > GDPR menu for this role.

1.9 Integrations

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:

  • 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.

  • 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.

1.9.1 Applications

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the Applications tab in the Integrations menu under Settings.

  • Hide (red):

    By clicking this icon, you can hide the Applications tab in the Integrations menu under Settings.

1.9.2 Job promotion

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the Job promotion tab in the Integrations menu under Settings.

  • Hide (red):

    By clicking this icon, you can hide the Job promotion tab in the Integrations menu under Settings.

1.9.3 Export

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the Export tab in the Integrations menu under Settings.

  • Hide (red):

    By clicking this icon, you can hide the Export tab in the Integrations menu under Settings.

1.9.4 API

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:

  • Show (green):

    By clicking this icon, you can enable this role to view the API tab in the Integrations menu under Settings.

  • Hide (red):

    By clicking this icon, you can hide the API tab in the Integrations menu under Settings.

1.10 Approvals

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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:

  • Show (green):

    By clicking this icon, you will give this role access to Settings > Approvals menu.

  • Hide (red):

    By clicking this icon, you will block the access to Settings > Approvals menu for this role.

1.11 Translations

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Here, Translations refer to the translations used throughout your Emply account.

There are 2 icons on the right side of the Translations bar:

  • Show (green):

    By clicking this icon, you will give this role access to Settings > Translations menu.

  • 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.

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