People Configuration Guide – Access Levels

Introduction

The access levels in People is the crucial step in ensuring that the data within the company is accessible only to those who are supposed to have access to it. JustLogin is very serious about data privacy and integrity, that’s why a lot of thought has gone into creating this function. 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 mceclip0.png

Step 3: From the options, click on mceclip1.png

Step 4: Then go to the tab at the top mceclip2.png

Step 5: This is the page you will see next:

mceclip3.png

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

Step 1: Click on mceclip4.png

Step 2: Click on Employee Access Level mceclip5.png

 

Step 3: This is the page you will see next: 

mceclip6.png

 

Step 4: Enter the name you wish to identify this access level with into this field:

mceclip7.png

Step 5: On the lower portion of the screen, you will see several sub-tabs that you need to indicate the permissions for.

mceclip8.png

  • 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:
    mceclip10.png

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:

mceclip11.png

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.

  • 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:
    mceclip12.png

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:

mceclip13.png

Lock icon prevents staff from viewing the notes, Eye icon allows staff to view, and Pencil icon allows the staff to edit.

  • My Info – this is related to the staff’s personal information. This is divided into several sections so that admins can specify which section/s can be viewed or edited, or not seen by the staff on their end
    mceclip14.png

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. These include employment and designation history, salary progression, contract and pay information.
    mceclip15.png
  • 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
    mceclip16.png

Once you have fully indicated the access levels for each portion, please click on the mceclip17.png button at the bottom of the screen.

To return to the main Access Level page, click on mceclip18.pngYou should then be able to see the access level you have just created.

mceclip19.png

As you can see in the example above, Work Force access level has been created under Employee Level. The number beside Work Force Access Level indicates the number of users assigned to that access level.

 

To assign users to the access level you have created, click on the access level:

mceclip20.png

You will see the list of users who are currently assigned to it. Click on mceclip21.png to check or edit the settings for the access level. Click on mceclip22.pngto assign users to this access level.

 

When you click on “Add Employee”, you will see a dropdown box just like in the image below:

mceclip23.png

Put a tick beside the names of the employees you will be assigning to the access level, then click on

mceclip24.png

You should then be able to see the updated list of users assigned to that access level:

mceclip25.png

Example scenarios with screenshots:

  • Employee access level is set to No Access for all fields in My Info:

mceclip26.png

Staff assigned to this the access level will see this on their Info section:

mceclip27.png

  • 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

mceclip28.png

Staff assigned to this the access level will see this on their Info section:

mceclip29.png

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.

mceclip30.png

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 mceclip31.png

Step 2: Click on Manager Access Level

mceclip32.png

Step 3: This is the page you will see next: 

mceclip33.png

Step 4: Enter the name you wish to identify this access level with into this field: 

mceclip34.png

Step 5: Right below “Settings of Manager Access Level”, you will see the option for “Direct Reports” or “Direct and Indirect Reports” 

mceclip35.png

  • 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.

mceclip36.png

  • 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:
    mceclip37.png

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: 

mceclip38.png

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:
    mceclip39.png

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:

mceclip40.png

Lock icon prevents managers from viewing the notes, Eye icon allows staff to view, and Pencil icon allows the staff to edit.

  • 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
    mceclip41.png

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.
    mceclip42.png
  • 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
    mceclip43.png

Once you have fully indicated the access levels for each portion, please click on the mceclip44.png button at the bottom of the screen.

To return to the main Access Level page, click on mceclip45.png You should then be able to see the access level you have just created.

mceclip46.png

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:

mceclip47.png

You will see the list of users who are currently assigned to it. Click on mceclip48.pngto check or edit the settings for the access level. Click on mceclip49.pngto assign users to this access level.

 

When you click on “Add Employee”, you will see a dropdown box just like in the image below: 

mceclip50.png

Put a tick beside the names of the employees you will be assigning to the access level, then click on

mceclip51.png 

You should then be able to see the updated list of users assigned to that access level:

mceclip52.png

 

Example scenarios with screenshots:

  • Manager access level is set to No Access for the Files section of those staff assigned under them: 
    mceclip53.png

Manager assigned to this access level will see this when they go to Employees under People:


mceclip54.png

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:

mceclip55.png

  • 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

mceclip56.png

Manager will see this under the staff assigned to them: 

mceclip57.png

Notice that the manager cannot view gender, race, nationality, and passport issued fields.

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