In this article we will explain the general access rights and areas and provide you with some case examples.
To define access rights for individual employee roles, navigate to Settings > Employee roles > Access rights. The exact meaning of an access right for a given section is explained by the tooltip. To view the tooltip, simply hover your curser over the info symbol.
General access rights
|View||This access right allows to view the respective data.|
This access right allows to propose a change of the respective data.
Please note that choosing this access right requires to setup a respective approval process.
|Edit||This access right allows to edit or schedule a change of the respective data without requiring approval.|
|Own||The access area only covers the employee's own data.|
|My Reports||This level only applies to supervisors and grants them access to the data of all employees who can be associated with them directly or indirectly. However, the supervisor's own data is excluded. Should this access also be provided, please select Own in addition. For more information on the term My Reports please refer to chapter The term "My Reports"|
The access area covers a custom selection of employees. This selection can be defined by clicking on Custom and setting the respective filters. In certain cases, such as "Department", the following selection is possible: Department equals "Own"
|All||The access area covers all active employees excluding the employee's own data. Should this access also be provided, please select Own in addition.|
Within Personio the term My Reports is always relative to the reference person. It only applies to supervisors and grants them access to the data of all employees who can be associated with them directly or indirectly.
The following excerpt of an org chart shows the scope of access for supervisor Felix Posch if the option My Reports applies for him:
Felix Posch gets access to the data of Andreas Greif, Nora Haverkamp, Nora Maele and Susi Kaiser. He gets no access to Susan Holt, Leonard Marmann and also not to Felix Posch himself.
The term "My direct Reports"
The option My direct reports only applies to supervisors and includes the data of all company members of whom the employee is the direct supervisor. The setting My direct Reports can only be used for reminders. Please find further information on reminders here.
The following excerpt of an org chart shows the scope of access for supervisor Felix Posch if the option My direct Reports applies for him:
Weakest access right
Strongest access right
Case example Own: Felix Posch
Case example All: Felix Posch
Case example All & Own: Felix Posch
Case example My Reports: Felix Posch
Case example Custom: Department equals Finance
Case example Custom: Supervisor equals Felix Posch
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