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Choosing the right access level

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This article is for Owners and admins who use Humanised

Overview

  • Choose the most suitable role within the HR system for each employee based on their responsibilities, ensuring efficient workflows and controlled data access.

Humanised Payroll empowers administrators with the ability to assign user roles and permissions. This ensures appropriate access to HR system functionalities, optimizing data security and streamlining workflows.

Figure 1 -Access roles

Understanding User Roles in Humanised Payroll:

  • Owner: Holds the highest level of control, managing all aspects of the HR system, including user access and settings. There can only be one owner per account.
  • Admin: Manages most system functions like adding and managing users, modifying settings, and overseeing payroll processing. Multiple admins can be assigned.
  • HR Admin: Focuses on HR-related tasks like managing employee profiles, leave requests, and reporting. HR Admins cannot access employee salary details.
  • User: Has limited access to view payslips, download relevant work documents, and update some personal information.
  • Guest Admin (External): Similar to Admin access but designated as an external stakeholder for auditing or reviewing purposes. Guest admin activity is tracked within the system.

Choosing the Right Access Level:

Overseeing Multiple Organizations (Payroll Provider or Large Company):

Recommended Access Level: Owner 

Ideal for individuals with the highest authority who need complete control over all organizations managed through Humanised Payroll.

Processing Payrolls for Clients (Outsourced Payroll Provider):

Recommended Access Level: Admin (assigned to relevant organizations) 

Suitable for payroll administrators who process payrolls for different clients. One admin can manage multiple organizations. Grant access only to the specific organizations they need to work on.

Individual SME Owner or Manager:

Recommended Access Level: Owner (if processing payroll themselves) or Admin (if delegating payroll processing) 

For owners, HR managers, or finance managers. Owners have full control, while admins can manage users, settings, and payroll processing. 

Processing Payrolls for Specific Organizations:

Recommended Access Level: Owner (if processing payroll themselves) or Admin (if delegating payroll processing) 

For owners, HR managers, or finance managers. Owners have full control, while admins can manage users, settings, and payroll processing. 

HR Management (Employee Salary Details Not Required):

Recommended Access Level: HR Admin 

For human resource personnel who manage employee profiles, leave requests, and reporting functions. Cannot view employee salary details.

Employee Access to Personal Information:

Recommended Access Level: User 

Grant employees access to their profiles, allowing them to view payslips, download payslips, and update some personal information. 

Approving Leave Requests:

Recommended Access Level: Owner, Admin, HR Admin.

This allows them to view,approve or reject leave requests for their subordinates.

External Stakeholders (Auditing/Reviewing):

Recommended Access Level: Guest Admin (if editing is required) or No Access (if editing is not required) 

For external stakeholders needing access for auditing or reviewing purposes. Guest Admin offers full access like an Admin but identifies them as external users. If editing is not required, no access level is available. Log trail tracks all user interactions, including guest admins. 

What's next?:

How to give access

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