Manage user roles in People Core

Modified on: Tue, 21 Jan, 2025 at 11:36 AM

INNEHÅLLSFÖRTECKNING

Intro
Setup
How does it work?
Any Questions?

Intro

With user roles in People Core you can easily control how users in your organization access employee data. You're able to:

control what employees will be able to see and change on their own employee profile
control what managers will be able to see and change on their team’s employee profiles
create own roles with access to view and edit data for a specific group, e.g. a department or a custom group you create yourself

Setup

This feature does not require any setup.

How does it work?

People Core’s access management is built around these types of user roles:

Administrator. Accesses all data in People Core, access to settings for People Core. This user role is set up in Talentech Admin for the tenant and the product People Core.
Manager. This is an automatic user role that is given to anyone that has an employee placed below them in the position tree. This will give some permissions out of the box, like viewing your team in Home, in the People list, in Position overview. This user role also can perform development talks with their employees and view and change information related to certificates. Besides this, you can control what information this user role should be able to view and edit on their team members' employee profiles with the user roles management.
Employee. This is an automatic user role that is given to a user with an employee profile in People Core. There can be employees in People Core without a user connected to it, but when you’re connecting a user account, this user will automatically be given the employee user role. You can control what information this user role should be able to view and edit on their own employee profile with the user roles management.
Custom user role. This is a user role with a defined set of permissions that when connected to a user and a group will give this access for the employees in the group. You can define what information this user role should be able to view and in most cases also edit on the employee profile, and when assigning this user role to someone, you will also select for which groups in People Core this user should have this permission for, like for example departments, legal entities or locations. You can also create custom groups with a specific group of employees to give someone specific access to a specific group of people.

Administrator role

The administrator role is typically held by HR in the organization and should be limited to 1-2 people to limit full data access.

Assigning someone an administrator role

Go to Talentech Admin
Go to Users
Find the right user in the user list or add a new user if it doesn’t already exist
Select “People Core administrator” in the list of user roles for People Core
Save
Now this user has administrator access to People Core

Manager role

This is a default user role that is given to anyone that has an employee placed below them in the position tree. This will give some permissions out of the box, like viewing your team in Home, in the People list and in Position overview. This user role also can perform development talks with their employees and view and change information related to certificates. Besides this, you can control what information this user role should be able to view and edit on their team members' employee profiles with the user roles management.

In this example, Anton Aaberg will get automatic manager access for the employees directly below him in the position overview:

Assigning a manager role

You assign someone a manager role by connecting a position to this user in the position overview. It can be done in various ways:

When setting up People Core and importing data, you preferrably set the right manager for each imported employee to create the reporting structure in one go.
When hiring someone, you will add this employee to a vacant position already below this manager or create a new position placed under the preferred manager.
You can also move employees to another manager. This can be done in the position overview with drag and drop or by editing position information.

Adjusting manager permissions

As an administrator, go to Settings
Select User roles
Select Manager
Select what employee information managers should be able to view and edit such as name, gender, date of birth etc.  
Select if the manager should have access to manage or view position and employment details such as title, employment type, employment dates, salary etc. With the manage permission, the manager will be able to view and edit all employment information with full edit rights. If you want managers to also have the access to create new and delete positions and employments within the team, check this checkbox. When selecting View, you will be able to select what information related to position and employment that the manager will be able to view.
When you have set up your manager role as you like it, click Save.
Now all current managers and future employees with manager role will get these permissions for employees within their team.

Employee role

This is an automatic user role that is given to a user with an employee profile in People Core that also has a user account connected to the profile. You can control what information employees should be able to view and edit on their own employee profile with the user roles management.

Assigning an employee role

You assign someone an employee role by creating an employee profile and connecting an email for a user account to this employee profile. To inform employees about them being added to People Core, you can also invite employees which will send an email and letting them finalize the user account creation.

Adjusting employee permissions

As an administrator, go to Settings
Select User roles
Select Employee 
Select what information employees should be able to view or edit on their own profile.

Custom role

This is a user role with a defined set of permissions for employees for a specific group or for the whole organization. You can define what information this user role should be able to view and in most cases also edit on the employee profile. When assigning this user role to someone, you will also select for which groups in People Core this user should have this permission for, like for example departments, legal entities or locations. You can also create custom groups with a specific group of employees to give someone specific access to a specific group of people.

Create a custom role

Go to Settings → User roles
Click “New user role”
Name the role and add a description if you want to
Select relevant permissions for this role by checking checkboxes for view or edit. Clicking edit will automatically give also view permissions. Leaving empty will not give any view or edit permissions to this specific employee information.
Click Save
Now your user role is saved and can be assigned to people for groups.

Assign a custom role to a user for a group

Go to the user role you want to assign someone
Go to tab “People” and click “Assign user role” 
In this modal, you can either search for a user by name or use the filters to find someone in a specific team or group. You can also select all in a group by clicking “Add all”. Your selected users will show in the box below. When you have selected the right users, click “Next”. 
In next step, you’ll select for what groups this user should have the user role for. You can select either whole organization or select specific groups. You can use organizational groups as departments, locations and legal entities, team groups (which contains all employees reporting to a specific manager) or custom groups where you specify employees yourself.  
When you have selected the right groups, click Save.
Now the selected users have the user role for the selected group and can access data accordingly.

Create a custom group

You can create a custom group and use this for connecting to user roles.

Go to Settings → Groups.
Click “New group”
Name the group, select a group owner and add a description if you want to. The group owner currently won’t give any special accesses to this group, but it indicates where the group belongs. Click next.
In this step, you select the members of the group. Search for employees by name, or use filters to start from an existing group and add or remove members from that group.
When you’re done, click Save. Now you’ll see your new group in the list. The group can now be used for managing permissions by connecting this to a role for a specific user with this role.

Overview of user roles

You can always view who has a specific user role and for what group on the People tab on the role. Go to Settings → User roles → [Role] → People. In this overview, you’ll see everyone in your organization with this role.