Access Rights in Detail

 

 

The following article explains which sections you are able to control via access rights in Personio and what effect the settings you make have on the view and edit options available to your employees.

Only administrators are authorized to configure access rights. To do this, navigate to the Settings > People > Employee Roles and choose a Role. Click on the tab Access rights to view and adjust the access rights. For more information about managing employee roles, visit the article Creating and Managing Employee Roles.

Note that access rights are divided into view, proposal and edit rights. For further information on access rights and sections, read our article General Access Rights.

 

Personal Data

This section refers to the Personal info tab in the employee profile. You can define specific access rights for each section separately. Future changes can only be made by persons who have edit rights.

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Salaries

Define access rights to the Salary tab in the employee profile.

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Attendance

Define access rights to the Attendance tab in the employee profile.

If you grant employees edit or proposal rights, they are able to enter their daily working hours independently in the attendance list. If an approval process is set up for the proposal right, entries need to be confirmed before they can be saved.

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Note that employees are able to edit their overtime balance if they have been granted edit rights.

 

Documents

This section refers to the Documents tab in the employee profile. Define separate access rights for each category of documents.

If you assign view rights, employees are able to download documents. Proposal rights also allow them to upload documents, and edit rights enable them to use document templates and delete documents as well.

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Note that to be able to upload a document when creating a performance feedback form, an employee must be assigned the proposal right for the document category Performance.

 

Onboarding

Define access rights to the Onboarding tab in the employee profile.

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Employees who should be able to see and complete only those onboarding to-dos that have been assigned to them will not require view or edit rights.

 

Performance Data

Define access rights to the Performance tab in the employee profile.

To be able to write or edit feedback, an employee needs edit rights for the Performance data. However, an employee can see the feedback that was published by someone else in their own profile if they have at least a view right. With this right, they wouldn't be able to edit feedback.

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Three-dots icon

To see the Manage account option, employees need to be granted viewing rights for the Manage accounts section. To be able to send invitation emails or emails for resetting a password, they must be granted editing rights. 

To see the Set a reminder option, employees must be granted proposal rights for the Notes section and viewing rights for the Manage accounts section.

To see the Schedule leave option, employees must be granted editing rights for the section where the Status attribute was allocated (Personal data, HR information…).

To see the Terminate employment option, employees need to be granted editing rights for the section where the Status attribute was allocated (Personal data, HR information...).

Only admins can see the Delete profile option.

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Data exports

Define access rights to export company data. Only employees with edit rights can request a new data export.

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Note that users with view rights for the data exports can see all generated exports, even if they don't have access to the data itself in Personio.

 

Reports

Define access rights for the Reports section.

Go to the Custom section to set up individual filters and restrict the data that will be displayed in reports.

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Absence

Define access rights to the Absence tab in the employee profile. Note that edit rights do not allow accrual policies to be changed. Contact your administrator if you wish to do this.

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Employee History

Define access to the History tab in the employee profile. This tab is visible to employees if their role is assigned at least view rights for the Overview section. View rights to the Detail view also provide access to a table listing past attribute changes. Edit rights allow new entries to be made in the history, or existing entries to be assigned new dates. Read our article The Employee History for more information.

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Note that in the detail view, employees are only able to see and edit attributes for which they have both view and edit rights. Access to the detail view further depends on access rights to the overview. 

 

Absences / Balance History

Define access rights to the Show absence balance link in the Absence tab in the employee profile. This is where accrued days and manual adjustments made since an employee's hire date can be viewed.

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Payroll

Define access rights to the Payroll section in Personio. Access rights can be set individually for each subcompany.

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Account Configuration

Define access rights to the individual sections in the Settings. Personio allows you to assign specific rights for the individual sections such as Absence

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Employee Notes

Define access rights to the Notes tab in the employee profile. Employee notes comprise both notes and individual reminders. 

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Note that employees also need to have at least view rights for the Manage accounts section to view individual reminders.

 

Recruiting

Define access rights to the Recruiting section. By granting this right, you allow access to all positions, candidate profiles and the unassigned messages. Employees can also be integrated into application processes without this access right.

However, don't get this right mixed up with the access right for recruiting configuration, which can be set in the Account configuration.

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Add new Employee

Define access rights to the Add employee option in the Employee List. Also decide whether you would like to grant the right to assign existing employee roles.

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Orgchart View

Define access rights to the Orgchart view section, which is accessible via the Employee List.

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To access the Orgchart view, employees need to be granted view rights to the section Orgchart.

Note that in addition, employees may need further access rights to display the Orgchart view

In order to see other employees, at least view rights for the employee's public profile section must be granted. If employees on leave and their direct and indirect reports should be displayed as well, at least view rights for the section where the attribute Status is located (in most cases the section HR information) must be granted, too.

If all filter options for subcompany (if activated), department, office and team should be available, and the employee has no access rights for them, additional view rights to the sections where these attributes are located must be granted.

 

Custom Reports

Define access to the Custom reports

View rights allow employees to view all custom reports that have been created and all the data they contain, regardless of whether they have access to a specific attribute.

Edit rights allow employees to create custom reports themselves and to select report attributes.

Keep in mind that you can only give your employees access to the entire custom report section via access rights. If you want to give your employees access to a single custom report, you can do so via the Sharing options window. For more information, take a look at our article Share a custom report.

 

Imports

Define Access to global bulk document uploads for employees with the currently selected role via the option Document Import

Employees with this right are able to access the import section in your account and upload documents for all employees in your company. Note that access to the imported files is still determined by the access rights defined for the Documents section.

 

Workflow Overview

Define access to the Workflow Hub and the Workflow dashboard widget.

Employees with this right will be able to see and make use of most of the features and widgets that are part of both the Workflow Hub and the Workflow dashboard widget.

However, they will not be able to see the Active signature widget neither they will be able to see the settings icon within each widget, as these features are limited to admins.

 

Performance & Development

Define access to the Performance & Development area. You can define access rights for the Cycles section (under Performance), the Training section or both. Employees with edit rights will be able to create and manage performance review cycles, training courses and training sessions. Note that access to the creation of feedback form templates still requires administrator rights.

 

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