Roles and access
Give people roles such as Manager, HR administrator or Finance administrator.
- For:Owner and HR administrator
- Takes:2 minutes a person
- On:phone or computer
Before you start
- The person has accepted their invitation. People who have not accepted their invitation yet get their role from the invitation.
- Only an Owner can give the Manager, HR administrator, Finance administrator and Owner roles. An HR administrator sees them greyed out, marked "Only an owner can give this role."
- Only an Owner can change the access of someone who has the Owner, HR administrator or Finance administrator role.
Change what someone can do
- Open the menu and press Settings, then Roles. The page Roles and access opens. Under What each role can do, open a role to read what it can do.
- Under People, find the person and press Change access.
- Under Role, tick each role they need. A person can have more than one role. They can do what any of their roles allows. In the example, the Owner makes Arjun Patil a Manager; an HR administrator cannot.
9:28
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Roles and access
APArjun PatilAF-014
Role
A person can have more than one role. They can do what any of their roles allows.
EmployeeEveryone has this role. It is for a person's own work.
ManagerFor people who lead a team. It reaches only the people who report to them.
HR executiveKeeps people's records and documents up to date. Cannot run payroll.
HR administratorRuns HR for the whole company: people, attendance, leave and company details. Can also prepare payroll.
Finance administratorRuns payroll and expenses. Cannot change HR records other than pay fields.
OwnerFull access to everything, including roles and releasing live payroll. The company always keeps at least one owner.
- If needed, tick or untick single things under What they can do.
- Read the sentence that starts "After saving": it says what the person will be able to do. Then fill in Why are you changing this? in at least 8 characters. For example: takes over attendance while Meena is on leave.
- Press Save access. You see, for example, Saved. Arjun Patil now has: Employee and Manager. It applies the next time they open a page.
9:28
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Why are you changing this?Leads the sales team from December
Save accessCancel
Watch out
This person can prepare payroll and approve it. The app still stops anyone approving a run they prepared themselves, so a second person is needed for each run. See Run payroll.
Tip
The Owner role can do everything in the parts of the app that are switched on for the company, including releasing live payroll. A part that is switched off is closed to everyone, the Owner too. The company always keeps at least one Owner.
If something goes wrong
| What you see | What to do |
|---|---|
| Only an owner can give this role. | Ask the Owner to give this role. |
| Only the owner can give this role or its abilities. Ask the owner. | Only the Owner can give the Manager, HR administrator, Finance administrator and Owner roles. Ask the Owner. |
| You cannot change your own access. Ask another owner. | Ask an Owner to change your access. |
| Only an owner can change this person's access. | This person has the Owner, HR administrator or Finance administrator role. Ask an Owner. |
| The company must keep at least one owner. Make someone else an owner first, then try again. | Give the Owner role to someone else first, then try again. |
| Say why in at least 8 characters. We keep this with the change. | Write a reason of at least 8 characters. |
| Someone else changed Arjun Patil's access while you were editing. We loaded the latest. Check it, then save again. | Check the access the page now shows, then save again. |