Creating and Managing Employee Roles

 

This article explains how you can configure employee roles in Personio. For each role, settings are made regarding access rights, calendar views and other security settings. 

Personio comes with two types of predefined employee roles:

  • Preset employee roles: All employees and Administrator roles. These roles cannot be deleted.
  • Custom employee roles: HR managers, Managers and Student interns roles, among others. These roles can be deleted and edited freely.

Custom employee roles in Personio do not need to match all the job positions present in your company.

Personio employee roles are simply a way of granting view and access rights to the different areas of Personio, so you can create a single employee role (e.g., Upper management) that will include different job positions within your company.

 

Preset Employee Roles

Personio comes with two preset employee roles: All employees and Administrator. An understanding of these two roles is essential for configuring additional roles.

It is a requirement that the role All Employees include all of your active employees. All other roles are based on this role and contain at least the configurations made for this role. You cannot remove access rights from any role if the rights are included in the All Employees role.

The Administrator role (or any role with admin rights) is the counterpart to the All employees role, and it should only include a few of your employees. Employees with an admin role have certain exclusive privileges that cannot be assigned to any other role. This Helpcenter article explains which privileges these are.

settings-roles-admin-access-rights_en-us.png

Administrators have maximum access rights and can therefore manually approve any request. However, they can also trigger approval processes for requests so that somebody else approves it. The decision as to whether an approval process should be triggered or not must be made individually for each request. The same applies if administrators or employees with the appropriate editing rights enter an absence for another employee.

 

Custom Employee Roles

Personio also comes with a number of customizable employee roles that you can adjust as you wish. Go to Settings > ORGANIZATION AND PEOPLE > Employee roles and click on the plus icon to create additional relevant roles.

settings-roles-create-new_en-us.png

The number shown in a gray circle next to the role title represents the number of active employees in this role. If you set an employee's status to Inactive, this employee will no longer be included in the view shown below:

settings-roles-number-active-members_en-us.png

 

How to Manage Employee Roles

Next, you can easily add employees to a role by selecting the individual roles. To do this, navigate to the Members tab and then click on individual employees to assign them a role. Remember to save your changes before you exit the view. Note that all of your company's active employees are automatically assigned to the role All employees and that you cannot remove members from this role.

settings-roles-managing-roles_en-us.png

In the upper right corner of the screen you have the option to rename roles, duplicate individual roles or delete roles at any later time.

Before you delete an employee role, you must first remove all employees from the role.

  

Defining Access Rights

Once you have assigned all employees to a role as needed, you need to define the associated access rights. Click here to find out what tried and tested employee roles and access rights can look like.

settings-roles-acces-rights_en-us.png

 

Defining Calendar Rights

Individual access to the Company Calendar can be defined for each employee role. A distinction is made between the various calendar categories and the scope of associated viewing rights. Click here for further information on how to configure the calendar.

settings-roles-calendar_en-us.png

 

Enabling 2-Factor Authentication

To further increase the security of the data stored in Personio, you can enable 2-factor authentication for each employee role if required. Employees who are assigned to such a role need both a token generated on their mobile device and their email address and password to log in to Personio. Read this article to find out how you can activate 2-factor authentication for employee roles.

settings-roles-security_en-us.png

Setting Up Reminders

 

If you are subscribed to the Professional or Enterprise plan, you can simplify your daily work by setting up reminders in Personio. You can define separate reminders for each role, e.g. for the end of employees' probationary periods. See this article to learn how to configure reminders for employee roles.

settings-roles-reminders_en-us.png

For more information about configuring access rights, reminders and calendar settings, or if you would like to see some examples of best practices, please refer to the relevant Helpcenter articles.

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