Last updated 05 November 2026

Assign Basic Set Rights

This topic gives an overview of the options in an employee's Basic Set Rights Set Rights are the system permissions you allocate to employees to control the information available to a user about other employees.. Before selecting these checkboxes in an employee's record for the first time, create a Test User to check that the permissions are right.

This topic covers:

Using Set Rights Roles to save time
Accessing an employee's Set Rights
What the Set Rights screen shows
The Set Rights items and what they control

Set Rights Roles

If the package includes Set Rights Roles, save time by creating a generic role with Set Rights permissions and assigning it to multiple employees.

For example, create an Employee role with Set Rights permissions that apply to all standard employees in the company. Then use the Employee Selector to assign the role to them. This avoids updating each employee's Set Rights individually in their records.

If the package does not include Set Rights Roles, follow the steps in this topic.

Access an employee's Set Rights

Sign in to Staffology HR.
In the navigation menu, select Directories.
To find the required employee, search in the Employees tab or any other tab, then select the employee's record.
To edit the record, select Edit on the employee's record.

Or, select the Edit icon displayed on the employee's name.
Select the Personal tab.
Select Actions, then select Set Rights.

The Set Rights screen for the selected employee displays.
To give the employee access to a system area, select the matching Indicator.

Most of these indicators apply to admins only. Advanced Set Rights suit standard employees better.

What the Set Rights screen shows

A tick next to a system area means the employee can access it.
A cross next to a tab or function means the employee cannot access it.
Selecting an item on this screen also selects all boxes with the same background colour on the Set Rights (Advanced) screen.
A blue shield icon means the employee's settings for that area have been changed and are different from the default settings.

Set Rights items

The table lists the items on the Set Rights screen and the system areas they control.

Item	Description
Role	Assign a Set Rights role to the employee by selecting an option from the list. Set Rights Roles are only available if the package includes them. Contact Support for more information.
Copy Rights From	Select an existing employee from the list to copy their rights to this employee.
Update Self	Select this to give the employee extended update rights to their own record.
Self Sensitive Data	Select this to give the employee extended update rights to sensitive data in their own record.
Team Admin Rights	Gives the employee access to other employees’ records. The Team Where Clause Allows you filter records using a specific criteria. controls this indicator. A Team Where Clause sets which employees’ information the employee can view and change.
Team Sensitive Rights	Gives the employee access to sensitive data in other employees’ records. The Team Where Clause controls this indicator. A Team Where Clause sets which employees’ information the employee can view and change.
Team Delete	Gives the employee delete rights on other employees’ records. The Team Where Clause controls this field.
Indicators
Activity Reminder	Allows the employee to use Reminder Alerts in the Actions dropdown.
Administrator Tools	Allows the employee to access the Support System and Big Ideas.
API Access	Gives access to the API at employee level.
Broadcast Email	Allows the employee to send a Broadcast Email by selecting it in Directories, then Actions.
Build Forms	Allows the employee to build forms.
Document Upload	Allows the employee to upload documents on the Documents tab.
Expense User	Allows access to the Expense module, if the organisation uses this feature.
Mail Merge	Allows the employee to use the Mail Merge feature in the Actions dropdown.
Pay Elements	Gives access to the Pay Elements feature on the Payroll tab, if the organisation uses the extended Payroll module.
Payroll Admin	Gives access to Payroll Admin features on the Payroll tab, if the organisation uses the extended Payroll module. The Payroll Admin and Set Rights indicators cannot both be selected.
Position Management	Allows the employee to View, Create, Modify and Delete information in the Assignments tab, if the package includes the Position Management module.
Set Rights	Gives access to the Set Rights screen, which grants System Administrator access.
Starters & Leavers	Allows the employee to use the Starters & Leavers filter in Directories.
System Tools	Allows access to System Tools, then Exports & Reports.
System Utils & Comm	Allows access to the Communication, Lookup Tables and Utilities features.
Test User	Before applying Set Rights permissions to employees, create a Test User to check that the permissions are right.
Team Where Clause	Gives access to specific employee records, depending on the clause: If indicators are selected and no Team Where Clause is in place, the employee has access to all employees. If no indicators are selected and no Team Where Clause is in place, the employee cannot access other employees’ information. If an employee has no Absence When an employee or worker is absent from work. This can be for a variety of reasons. tab indicators set in Advanced but a Team Where Clause is in place, the employee has read-only access to non-sensitive absences When an employee or worker is absent from work. This can be for a variety of reasons. in the Group Absence Calendar for all employees the clause covers. If the clause is ‘1=1’, the employee has access to all active employees. 1=1 is a technical term meaning the statement always equals true.