This article gives an overview of some of the most common employee roles and access rights.

To learn how to create employee roles in Personio, visit Creating and Managing Employee Roles.

To learn more about access rights, see Access Rights in Detail.

Administrator

In Personio, this role is assigned the most extensive access rights available. Within the Personio account, the Administrator has exclusive access rights that cannot be assigned to any other employee role. For further information, see Creating and Managing Employee Roles.

It therefore makes sense to assign the Administrator role only to persons with primary responsibility for Personio.

You can enable the administrator role by clicking on the three dots on the right and select Allow admin access.

All Employees

Since, by default, this role includes every employee, it is assigned very limited access rights. Employees have view rights for their own data as well as propose rights in specific sections. The propose rights also include medical certificates, so that, in the event of illness, employees can upload their own certificates in Personio.
See General Access Rights for more detailed information on the differences between propose rights and edit rights.

Personal data

		View	Propose	Edit
Public profile	Own
	My reports
	Custom
	All
HR information	Own
	My reports
	Custom
	All
Payroll information	Own
	My reports
	Custom
	All
Bank details	Own
	My reports
	Custom
	All
Emergency contact	Own
	My reports
	Custom
	All
Personal data	Own
	My reports
	Custom
	All

Salary information

		View	Propose	Edit
Salary information	Own
	My reports
	Custom
	All

Attendance data

		View	Propose	Edit
Attendance data	Own
	My reports
	Custom
	All

Documents

		View	Propose	Edit
Work contracts	Own
	My reports
	Custom
	All
Absence certificates	Own
	My reports
	Custom
	All
Application documents	Own
	My reports
	Custom
	All
Payroll	Own
	My reports
	Custom
	All
Other Documents	Own
	My reports
	Custom
	All
Performance	Own
	My reports
	Custom
	All

Performance data

		View	Propose	Edit
Performance data	Own
	My reports
	Custom
	All

Manage accounts

Absence

		View	Propose	Edit
Paid Vacation	Own
	My reports
	Custom
	All
Sickness	Own
	My reports
	Custom
	All
Parental Leave	Own
	My reports
	Custom
	All
Maternity Leave	Own
	My reports
	Custom
	All
Home Office	Own
	My reports
	Custom
	All

Employee history

		View	Propose	Edit
Overview	Own
	My reports
	Custom
	All
Detailed View	Own
	My reports
	Custom
	All

Org Chart

		View	Propose	Edit
Org Chart	All

Working Students

In addition to the access rights assigned to the All Employees role, Students are granted edit rights for study-related documents, such as enrollment certificates, so that they can upload these documents themselves.

To allow them to enter their daily working hours in Personio, they are also given propose rights in the Attendance section. In the example below, an approval process has been set up that requires the supervisor to confirm the hours entered before they are posted to the system. To learn how to set up an approval process, please see Step 9: Creating Approval Workflows.

Documents

		View	Propose	Edit
Study documents	Own
	My reports
	Custom
	All

Attendance data

		View	Propose	Edit
Attendance data	Own
	My reports
	Custom
	All

HR Manager

The HR Manager has rights similar to those of the Administrator.

The primary difference in their access rights is in the area of Salary information. In our best practices example below, we have created a filter to prevent HR managers from editing or viewing the salaries of their colleagues in the HR department. To learn how to set up a filter, see General Access Rights.

Salary information

		View	Propose	Edit
Salary information	Own
	My reports
	Custom
	All

Click on Custom and use the filter "Department" "is not" "HR". 

The HR Manager role is also assigned edit rights for HR-related documents.

Documents

		View	Propose	Edit
Work contracts	Own
	My reports
	Custom
	All
Absence certificates	Own
	My reports
	Custom
	All
Application documents	Own
	My reports
	Custom
	All
Payroll	Own
	My reports
	Custom
	All
Other Documents	Own
	My reports
	Custom
	All
Performance	Own
	My reports
	Custom
	All

Finance

The Finance Department role is assigned access rights for payroll accounting and salary reports. Employees in this role thereby have access to salary data for all employees.

Salary information

		View	Propose	Edit
Salary information	Own
	My reports
	Custom
	All

Documents

		View	Propose	Edit
Payroll	Own
	My reports
	Custom
	All

Reporting

		View	Propose	Edit
Salary	Custom
	All

Account configuration

		View	Propose	Edit
Cost centers	All
Payroll	All

Imports

		View	Propose	Edit
Document Import	All

Recruiter

The Recruiter role is assigned all access rights necessary for the application pipeline.

Documents

		View	Propose	Edit
Application documents	Own
	My reports
	Custom
	All
Recruiting email attachments	Own
	My reports
	Custom
	All

Reporting

		View	Propose	Edit
Headcount	Custom
	All
Hires	Custom
	All
Applications	All
Channels	Custom
	All
Application Funnel	All
Rejected Applicants	All

Recruiting

		View	Propose	Edit
Recruiting	All