Create a Set Rights Role for line managers

A Set Rights Set Rights are the system permissions you allocate to employees to control the information available to a user about other employees. role for line managers sets which employee information line managers can access and which actions they can do.

This topic covers:

• Creating the role

• Selecting the role permissions

• Creating a Team Where Clause

• Setting up the advanced rights

Screenshots are taken from a test system and may not match your system exactly.

Watch a video tutorial on how to create a Set Rights role for line managers.

Create the role

Create the role and set how Where Clauses apply to it.

1. Sign in to Staffology HR.

2. Go to System Tools, select Utilities, select Company, then select Set Rights Roles.

3. To open the Set Rights screen, select Create New.

4. Enter a name for the new Set Rights role, for example, Line Manager.

5. To apply the role's Where Clauses to every employee assigned the role, select the Apply Team Where Clause Allows you filter records using a specific criteria. and Apply Secondary Where Clause checkboxes.

   Selecting these checkboxes replaces any existing employee Where Clauses when the role is assigned to those employees.

   

6. To save the role, select Save.

   The new Set Rights role displays in the list.

Select the role permissions

Select the options to allow for line managers.

1. Select the arrow beside the role entry, then select View.

   

   The Set Rights screen opens. This is the same screen that displays when setting up Set Rights for an individual employee.

2. Select the options to allow for line managers.

   For example:

   • To run reports on the employees that line managers can access, select System Tools.

   • To use the bulk Document Upload tool, select Document Upload.

     

Create a Team Where Clause

Set up the employee information line managers can access by creating a Team Where Clause in the Where Clause Builder.

For example, to give line managers access to all employees who report to them, create a Where Clause for TheLineManager = {LineManager}.

1. Select the Where Clause Builder cog icon.

   

   The Where Clause Builder opens.

2. From the Field list, select Contract – My Line Manager.

   This is the line manager listed in the employee's Contract tab in My Details.

3. From the Operator list, select Equal to.

   

   Leave Value empty. The role is assigned to all line managers, and each line manager needs to view the direct reports in their own team.

   Selecting one line manager in Value, for example, Victoria Abbey, gives every other line manager assigned to this role access to Victoria's team information. The Follow option avoids this.

4. Select the Follow checkbox.

   When the role is assigned to line managers, the system sets each line manager's Team Where Clause as "TheLineManager = '{LineManager}'" and inserts that line manager's own name in the second part of the clause. This makes sure line managers only view the direct reports in their team.

   

5. To apply the rules, select Set.

   The Team Where Clause fills with the rules added in the Builder.

   

Set up the advanced rights

Use the Advanced screen to set up how line managers can work with employee information.

1. To save the role, select Save, then select the dropdown arrow on the role and select View.

   The Set Rights screen reopens.

2. At the bottom of the screen, select Advanced.

3. To set up the information line managers can access in their My Details tabs, select or deselect the indicators in the table under the employee's name.

   To change a group of indicators from green to red, or the other way round, select a colour-coded tab at the top of the screen, or select the words. Or, switch each indicator between deselected (cross) and selected (tick).

4. In the Team Rights section, set up line managers' access to employees' information in My Details.

   View allows line managers to view information on the tab in read-only format, Create and Modify allow line managers to add and edit information, and Delete allows line managers to delete information.

   The Team Where Clause added on the previous screen also displays in the Where Clause field of the Team Rights section. Selecting the checkboxes under the Team Rights headings sets the actions a line manager can do in the My Details tabs for employees who report to them.

   

   To tell admins when a line manager deletes a record from an employee's Personal, Contract or Payroll tab, add a notification email.

5. In the Secondary Rights section, set up any access line managers need for employees other than direct reports.

   For example, line managers with health and safety responsibilities may need access to the Accidents tab for all employees. To allow this, select the View, Create, Modify and Delete indicators in the Accidents column, and add a Secondary Where Clause for 1=1. This includes all active employees in the company. 1=1 is a technical term meaning the statement always equals true.

   

   Team Rights replace Secondary Rights, so any indicator selected in Secondary Rights must also be selected in Team Rights. For example, to give line managers access to employee accident records through Secondary Rights, also select View, Create, Modify and Delete in the Accidents column in Team Rights.

6. To save the changes, select Save.

7. To close the screen, select Close on the main Set Rights screen.

The role is ready to assign. Assign the role to individuals or groups of employees by using the Employee Selector.