User Permissions

Permissions can be used to allow certain staff members to view certain information and perform certain processes and close off areas of Every HR to others. This can be tailored to your precise requirements, and applied either to whole user groups, or directly to specific individuals.

The quickest way to apply permissions to your users is by assigning them to a user group which is set up with the permissions they require in their role. Some of the most common user groups we see are for:

• All Staff

  All your staff will need access to the My Portal module. This is where they can request leave, complete training, and update their personal information. Only specific people will need a higher level of access.

• Line Managers

  Line managers will need to see information relating to the staff they manage, including the ability to see absence records and fill in return to work forms. You can also do this with user groups.

• HR Team

  Your HR team will likely need access to all areas of Every HR. You can do this by creating a user group with permissions applied to view all employee information and make any amendments to staff records.

To set up user permissions for either individuals or user groups, you will need to have access to the Admin area on Every HR. If you do not have access to this area, you will need to speak to your main Every administrator.

How do I set up permissions for user groups?

To set up permissions for a user group, go to the Admin area and click on the User Administration page. From here, go to the ‘Add User Group’ button at the top of the page.

This will launch a page asking you to give your new user group a name and set which permissions you would like it to have. Permissions appear in the form of a dropdown tree for you to drill down from top-level to module-specific and more granular permissions.

Once you are happy with the permissions you have selected, click the ‘Save’ button below to create the user group. You can then assign users to this user group so they inherit the permissions within it.

How do I remove permissions for a user group?

You can amend the permissions applied to a user group in future by going to the ‘User Groups’ tab on the User Administration page and selecting the pencil icon next to any user group to edit it.

On the ‘Edit User Group’ page, expand the ‘Permissions’ section and deselect any permissions from the tree that you no longer wish to apply to users in this user group.

Clicking the ‘Save’ button below will apply these changes to the permissions of all users assigned to the user group.

How do I set up permissions for an individual employee?

Before setting up permissions for an individual user, consider whether it would be better to apply these permissions using a user group. Changes made on an individual basis will need amending on an individual basis and can sometimes conflict with permissions applied by user group as the highest level of access will apply if two sources of permissions are applied to a single user.

However, it is sometimes necessary to set permissions individually. To do this go to the Admin area and click on the User Administration page. From here, go to the ‘Users’ tab and click the edit pencil icon which corresponds to the user whose permissions you would like to change.

At the bottom of the ‘Edit User’ page is a tab for ‘User Groups’. In the ‘Permissions’ section above, you will see greyed-out ticks next to all permissions this user is inheriting from user groups they are assigned to. Expand the ‘Permissions’ tree below if you wish to apply any permissions to this user directly.

Once you are happy with the permissions you have selected, click ‘Save’ to apply your changes.

How do I remove permissions for an individual user?

Before you can remove permissions for a user, you need to determine if the permission is coming from their user permissions, being inherited from a user group, or possibly both.

The first step is to go to the Users tab on the User Administration page and click the edit pencil icon corresponding to the user whose permissions you are looking to change.

On the ‘Edit User’ page, expand the ‘Permissions’ section and look through both the ‘User Group Permissions’ and user ‘Permissions’ trees to see where the user is inheriting their permissions from.

Uncheck any permissions you no longer wish to apply within the ‘Permissions’ tree. Once you are happy with the permissions you have deselected, click ‘Save’ to apply your changes.

If your permissions are being inherited from an assigned user group, scroll to the bottom of the ‘Edit User’ page to find the ‘User Groups’ tab, and click the red ‘X’ icon next to any user group you no longer wish to apply to this user.