Introduction
The access levels in People is a crucial setting in ensuring that the employee data in the company can be viewed only by the people who are supposed to have access to it. JustLogin takes data privacy and integrity seriously, that’s why a lot of thought was put into it.
Please note that the Access Level tab is only available to the SuperAdmin. People Administrators will not have access to this.
Steps
Step 1: Login to the account.
Step 2: Click on .
Step 3: From the options, click on .
Step 4: Then click the tab at the top .
Step 5: This is the page you will see next:
To create the Access Levels for Employees (Employee Level):
This will allow you to limit or specify what fields the users will have access to, when accessing their own profile in People.
NOTE: By default, all active People users will have “view only” access rights even if the Admin has yet to setup access level for users.
To change the default employee access:
Step 1: Go to Employee Level.
Step 2: Click Default Access.
Step 3: Click on Access Level Settings.
Step 4: And you can edit the "View Only" access assigned for all fields. You can use the All fields are set to option if you want to change the access given to all fields.
Each of the fields can have a different level of access granted to it. There are four icons to pick from if you hover your mouse over the right side of the access that is already assigned, and this is called the Various Access for Default Access Level.
To create a new Access Level for Employees:
Step 1: Click on .
Step 2: Click on .
Step 3: This is the page you will see next:
Enter the name you wish to identify this access level with into this field:
Step 4: On the lower portion of the screen, you will see several sub-tabs that you need to indicate the permissions for.
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My Info – this is related to the staff’s personal information. This is divided into several sections so that admins can specify which specific information can be viewed or edited, or not seen by the staff on their end.
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Employment – anything related to that staff’s employment can be found in this portion. These include employment and designation history, salary progression, contract and pay information.
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Training – you can allow the staff to view, edit or not view this section. Training information that can be viewed here is based on how the Training section was configured.
*Note: If you allow your employees to edit the Training section, you will still need to set up the details under Training Type, Course Provider, and Course Library. For steps on how to create, refer to this article. Once these details are created, employees will be able to select and add the relevant training information when they attend a course.
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Files – staff will either be able to view/not view the folders created. To allow staff to view the folders, hover your pointer in the highlighted area below:
Hover your mouse over the area, and the two icons will appear:
Click on the “Lock” icon if you do not want the employees to view the folder. Click on the “Eye” icon if you will allow the employees to view.
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Notes – you can indicate what employees can do with the notes that admins/SuperAdmins have input on the staff’s account. To set it up, hover your pointer in the highlighted area below:
Hover your mouse over the area to see the two icons:
'Lock' icon prevents staff from viewing the notes, 'Eye' icon allows staff to view.
Once you have fully indicated the access levels for each portion, please click on the button at the bottom of the screen.
Step 5: To return to the main Access Level page, click on . You should then be able to see the access level you have just created.
As you can see in the example above, Sales Team access level has been created under Employee Level. The number beside Sales team Access Level indicates the number of users assigned to that access level.
Step 6: To assign users to the access level you have created, click on the access level:
You will see the list of users who are currently assigned to it. Click on to check or edit the settings. Click on
to assign more users to this access level.
When you click on “Add Employee”, you will see a dropdown box just like in the image below:
Put a tick beside the names of the employees you will be assigning to the access level, then click on Save.
You should then be able to see the updated list of users assigned to that access level:
Example scenarios with screenshots:
- Employee access level is set to No Access for all fields in My Info:
Staff assigned to this the access level will see this on their Info section:
- Employee access level is set to can edit Date of Birth, Gender, Race, Nationality, and Passport Issue Date. The rest under My Info section is view only access
Staff assigned to this the access level will see this on their Info section:
Note the edit button at the top. When the staff clicks on the “Edit” button, the fields that they are allowed to edit will be enabled, the other fields are grayed out but can be viewed.
We have recently added an enhancement to allow Edit with Approval. This setting will allow employees to edit their own information, but would require approval from the Administrator.
To Create Access Levels for Managers (Manager Level):
This will allow you to limit or specify what fields the managers will be able to view on their reporting staff's profile
Step 1: Click on
Step 2: Click on Manager Access Level
Step 3: This is the page you will see next:
Step 4: Enter the name you wish to identify this access level with into this field:
Step 5: Right below “Settings of Manager Access Level”, you will see the option for “Direct Reports” or “Direct and Indirect Reports”
- Direct Reports – Manager will only be able to view details of those directly under them
- Indirect Reports – Manager will be able to view details of those directly under them AND other employees specified for this Manager Access level.
Step 6: On the lower portion of the screen, you will see several sub-tabs that you need to indicate the permissions for.
- My Info – this is related to the staff’s personal information that managers will be able to view or not based on the permissions set. This is divided into several sections so that admins can specify which section/s can be viewed or not seen by the managers
NOTE: Under basic information, the username, employee ID and Full name can only be set to “view” or “no access”. This is to avoid instances of making any changes that can affect the user’s login.
- Employment – anything related to that staff’s employment can be found in this portion, which can be viewed or not by managers. These include employment and designation history, salary progression, contract and pay information.
- Training – you can allow the managers to view this section. Training information that can be viewed here is based on how the Training section was configured
- Files – Managers will either be able to view/not view the folders created. To allow to view the folders, hover your pointer in the highlighted area below:
Before hovering your pointer in the area, you do not see any icons. Once you hover over the area, you will see two icons appear:
Click on the “Lock” icon if you do not want the managers to view the folder. Click on the “Eye” icon if you will allow the managers to view.
- Notes – you can indicate what managers can do with the notes that admins/SuperAdmins have input on the staff’s account. To set it up, hover your pointer in the highlighted area below:
Before hovering your pointer in the area, you do not see any icons. Once you hover over the area, you will see three icons appear:
Lock icon prevents managers from viewing the notes, Eye icon allows staff to view, and the pencil icon to edit.
Once you have fully indicated the access levels for each portion, please click on the button at the bottom of the screen.
To return to the main Access Level page, click on You should then be able to see the access level you have just created.
As you can see in the example above, HR access level has been created under Manager Level. The number beside HR Access Level indicates the number of users assigned to that access level.
To assign managers to the access level you have created, click on the access level:
You will see the list of users who are currently assigned to it. Click on to check or edit the settings for the access level. Click on
to assign users to this access level.
When you click on “Add Employee”, you will see a dropdown box just like in the image below:
Put a tick beside the names of the employees you will be assigning to the access level, then click on
You should then be able to see the updated list of users assigned to that access level:
Example scenarios with screenshots:
- Manager access level is set to No Access for the Files section of those staff assigned under them:
Manager assigned to this access level will see this when they go to Employees under People:
Notice the two highlighted portions. One has an underline (hyperlinked), the other is not. This is an indicator that this staff is assigned to the manager and the details of the staff can be accessed by the manager (depending on the access level provided). When the manager clicks on the hyperlinked name, manager will not be able to access the Files section of that staff:
- Manager access level is set to not be able to view Gender, Race, Nationality and Passport Issue Date. View only for the rest of the fields
Manager will see this under the staff assigned to them:
Notice that the manager cannot view gender, race, nationality, and passport issued fields.
To create the Access Levels for Custom (Custom Level):
This will allow you to limit the access given only to Add user and Deactivate user function.
To create a new Custom level:
Step 1: Click on .
Step 2: Click on .
Step 3: This is the page you will see next:
Enter the name you wish to identify this access level with into this field:
Step 4: Choose what access you want to give to this custom level.
- Add Employees - Allows employee to add a new user to the system and import employee information.
- Deactivate Employees - Allows employee to remove employee access to this application.
Step 5: Once you indicated the access for this level, please click on the button at the bottom of the screen.
Step 6: To return to the main Access Level page, click on . You should then be able to see the access level you have just created.
As you can see in the example above, Admin access level has been created under Custom Level. The number beside Admin Access Level indicates the number of users assigned to that access level.
Step 7: To assign users to the access level you have created, click on the access level:
You will see the list of users who are currently assigned to it. Click on to check or edit the settings. Click on
to assign more users to this access level.
When you click on “Add Employee”, you will see a dropdown box just like in the image below:
Put a tick beside the names of the employees you will be assigning to the access level, then click on Save.
You should then be able to see the updated list of users assigned to that access level:
Example scenarios with screenshots:
Staff assigned to this the access level can only Add a new User.
Staff assigned to this the access level can Add a new User and Deactivate employees.