Getting Started with Roles and Permissions

With the Roles and Permissions feature, you have the ability to customize roles and assign these roles to employees so they can access the features they need to perform their job while restricting access to features they do not need.

By default, System Administrator and Human Resource Administrator can manage what specific roles and permissions card a user will have, while Employee role is default to every user.

Previously there were only three roles: Administrator, Manager and Employee, now with Roles and Permissions seven standard roles are given.

Standard Roles

Seven standard roles are provided you can use these roles as is, or you can customize these roles to meet your unique company needs. An employee may be given more than one role depending on their duties, roles build on top of one another, so if an employee has multiple roles they will see a combination of the restrictions of the roles they are assigned.

  • Employee – this role will be automatically assigned to a new user as the default role, basic role will be given (e.g., file time off for himself) and will be assign to all TribeHR users
  • Human Resource Administrator – this role will be assign to user who should have access to all HR information of all employees
  • Manager – this role will be assign to an employee who need to manage more information for Employee's who reports to them
  • Office Manager – one of the new roles that will be assign to an employee who will create specific task in their location. For example, anyone who needs to create calendar events
  • Regional Payroll – one of the new roles that will be assign to an employee who will runs payroll in their location
  • Regional Recruiter – one of the new roles that will be assign to an employee that will manage the applicant tracking system in their location
  • System Administrator – this will be assigned to an employee who will be able to configure TribeHR features, system access and integration etc. 

Capture.PNGHow to Manage Roles

The System Administrator role, by default, can manage account roles. Under Global Permissions on the Manage System Types card, the Roles permission must be selected, in order to create new roles, the create permission must be selected and in order to modify existing roles the modify permission must be selected. 

How To Duplicate A Role

Note: If you are altering any default role, we recommend duplicating the role then making your changes to the copy you created.

  • Click on the Administration gear, beside the search bar and click on roles.
  • On the Roles Overview page select the Role that you wish to manage. Hover over the gear icon located in the right corner of the role and select the role you wish to duplicate.

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  • Add a unique name and brief description of the role to better understand and identify which is the suited permissions cards to be assigned. This is visible when you are assigning roles to employees, so a good title and description makes it easier for you to identify which role you are assigning.
  • If you want the role to be assigned automatically to employees upon creation, select the automatically assign to new employees checkbox. (Note: Only Employee role is default to be assigned automatically for all users) 

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  • In the Global permissions and Limitable permission sections drag and drop the appropriate cards to the role.
  • You may now customize which functions will be enabled or disabled in each card by clicking each permissions 

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  • Click on Save Role

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  • Select from the list of Employees and click Save Assignments at the bottom page

How To Edit A Role

  • Click on the Administrator gear, beside the search bar and click on roles.
  • On the Roles Overview page select the specific Role that you wish to manage. Hover over the gear icon located in the right corner of the role and click Edit Roles.

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  • Add a unique name and brief description of the role to better understand and identify which is the suited permissions cards to be assigned. This is visible when you are assigning roles to employees, so a good title and description makes it easier for you to identify which role you are assigning. 

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  • If you want the role to be assigned automatically to employees upon creation, select the automatically assign to new employees checkbox. (Note: Only Employee role is default to be assigned automatically for all users) 
  • In the Global permissions and Limitable permission sections drag and drop the appropriate cards to the role.
  • You may now customize which functions will be enabled or disabled in each card by clicking each permissions 

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  • Click on Save Role
  • Select from the list of Employees and click Save Assignments at the bottom page

Capture.PNGHow to Manage Permissions

Note: It is recommended to create a unique name along with brief description to a Role that you wish to re-create to better understand and identify which is the suited permissions cards to be assigned. For example; Payroll Manager or a Recruiter in a Specific Location. This will help you identify the role when you are assigning it to employees.

There are two types of Permissions:

  1. Global Permissions are general permissions and can be found in the global permissions section when managing a role. These permissions cannot be restricted by department, location or relationship, or be organized into permission groups. 
  2. Limitable Permissions are permissions that can further be customized by restricting some information based on permission groups. 

Permission Groups are groups of cards which have a common restrictions and limits, which can be based on location, department or relationship

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For example; if Relationship was added as Direct Reports, this will restrict the features listed in the feature group by the direct reports of the employee assigned to the role.

Permissions are further grouped into Permissions Cards. A Permission Card is a collection of permissible actions organized by feature. Each Permissible Action has a row on the card where the permission can be defined. For more information about what a specific Permissible Action does click on the title of the Permissible Action and a pop up box will explain what that specific action does.

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You can move cards into a permission group by dragging and dropping them. If you wish to remove a card from a permission group, select the "X" button at the right corner of the card and select Remove Permission card.

A single role can contain multiple Permission Groups depending on the desired restrictions.

The permissions are color coded on the card so you can easily see at a glance which permissions you are giving an employee. The five colors are:

  • Green – permissions to Create
  • Gray – permissions to View
  • Yellow – permissions to Modify
  • Red – permissions to Delete
  • Tan - miscellaneous permissions (subscribe, configure, send message etc.) 

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How to Assign A Role to Employees

A. On The Roles Overview page

  • Click on the Administrator gear, beside the search bar and click on roles.
  • On the Roles Overview page select the specific Role that you wish to manage. Hover over the gear icon located in the right corner of the role and click Manage Assignments

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  • The filters on the left hand side of the page, let you filter for specific employees, this makes it easier to add a specific role to a group of employees in a specific location, department, employee class or pay type.
  • You can select each employee individually, or use the select all button at the top of the list.

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  • Click Save Assignments at the bottom page

B. Adding Roles on the Employee Profile

  • In the search box, enter the name of the Employee
  • On the Employee Record click on Edit Profile
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  • Navigate to the Roles tab
  • Select the Roles that you want to be assigned to the employee. You can assign one or multiple roles to an employee, depending on the functions of the employee's job. 

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  • Click Save Details 

C. Adding Roles when Creating a New Employee

  • On the home page under Popular Activities, select Add New Employee 

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  • Add the required information of the Employee under Account, Employment and Job Details
  • On the 4th section, under Roles Assignment select Roles.
  • Select the Roles that you want to be assigned to the employee. You can assign one or multiple roles to an employee, depending on the functions of the employee's job.

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  • Click on Confirm Details to select Save & View Employee

D. Adding Role when inviting a New Employee

  • Navigate to the Company tab and select My Team
  • Under Popular Activities select Invite Employees

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  • Enter the email address of the employee and select the role that you wish to assignCapture.PNG
  • Click Invite User 

Still have question about Setting Roles and Permissions? Submit a help request and the TribeHR support team will be happy to help!

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