Last updated 04 September 2024

Assign Basic Set Rights

This topic provides an overview of the options available 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, we recommend creating a Test User. This way you can check whether you have chosen the correct permissions.

Set Rights Roles

Do you have Set Rights Roles included in your package? If so, you can save time by creating a generic role with Set Rights permissions and assigning it to multiple employees.

For example, consider creating an Employee role with Set Rights permissions that apply to all standard employees in your company. Then, use the Employee Selector to assign this role to them. This way, you won't have to update employees' Set Rights individually in their records.

If you do not have Set Rights Roles included in your package, follow the steps listed in this topic.

Access an employee's Set Rights

Sign in to Staffology HR.
In the navigation menu, select Directories.
In the Employees tab or any other tab, search for the required employee and select their record.
Select Edit on the required employee’s record.

You can also select the Edit icon displayed on the employee's name:
Select the Personal tab.
Choose Actions > Set Rights.

A screen showing the Set Rights for the selected employee displays.
Select each Indicator as required to give the employee access to these areas.

Typically, most of these indicators are applicable for admins only. Advanced Set Rights are more applicable to standard employees.
On this screen:
- A tick appears next to each system area the employee can access.
- A cross displays for each tab/function the employee cannot access.
- When selecting an item on this screen, the system automatically selects all boxes with the same background colour on the Set Rights (Advanced) screen.
- Items with a blue shield icon show that the employee’s settings for that area have been modified and are outside the default settings.

This table lists the items on this screen and the system areas they control:

Item	Description
Role	You can assign a Set Rights role you have created to an employee by choosing an option from the list. You can only create and assign Set Rights Roles if they are included in your package. Contact Support for more information.
Copy Rights From	Use this dropdown to select an existing employee whose rights you want to copy and apply them to another employee. Open the list and choose the employee whose rights you want to copy.
Update Self	Select this to give the employee extended update rights to their record.
Self Sensitive Data	Select this to give the employee extended update rights to sensitive data in their record.
Team Admin Rights	Provides 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 controls an employee's access to view and modify information for employees specified in the clause.
Team Sensitive Rights	Provides the employee access to sensitive data in other employees' records. The Team Where Clause controls this indicator. A Team Where Clause controls an employee's access to view and modify information for employees specified in the clause.
Team Delete	Provides the employee with delete permissions on other employees' records. The Team Where Clause controls this field.
Indicators
Activity Reminder	Enables Reminder Alerts in the Actions dropdown.
Administrator Tools	Allows the employee to access the Support System and Big Ideas.
API Access	Access to API at employee level.
Broadcast Email	Allows the employee to send a Broadcast Email when selected in Directories > Actions.
Build Forms	Enables the employee to build forms.
Document Upload	Allows the employee to upload documents on the Documents tab.
Expense User	Enables access to the Expense module (if your organisation uses this feature).
Mail Merge	Enables the Mail Merge feature under the Actions dropdown.
Pay Elements	Pay Elements feature on the Payroll tab (if your organisation uses the extended Payroll module).
Payroll Admin	Payroll Admin features on the Payroll tab (if your organisation uses the extended Payroll module). You cannot select both the Payroll Admin and Set Rights indicators.
Position Management	Provides the employee with access permissions to View, Create, Modify and Delete information in the Assignments tab (providing you have added this module to your package).
Set Rights	Set Rights screen, granting System Administrator access.
Starters & Leavers	Enables the Starters & Leavers filter in Directories.
System Tools	Enables access to System Tools > Exports & Reports.
System Utils & Comm	Enables Communication, Lookup Tables and Utilities features.
Test User	Before applying Set Right permissions to employees, create a Test User to check you have selected the appropriate permissions.
Team Where Clause	Provides access to specific employee records with the following conditions: Selecting the indicators with no Team Where Clause in place gives the employee access to all employees. The employee cannot access other employees' information if you leave all indicators deselected and do not have a Team Where Clause in place. If an employee does not have any Absence When an employee or worker is absent from work. This can be for a variety of reasons. tab indicators set in Advanced, but there is a Team Where Clause in place, they will have 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 who are covered by the Team Where Clause. If the Team Where Clause is set to '1=1', they will have access to all active employees. 1=1 is a technical term and means that the statement equals true.