User Roles Permissions

Overview

User Roles Permissions module allows administrators to:

• Define custom roles based on job functions
• Assign granular permissions (view, edit, delete, export, etc.)
• Control access to sensitive data (e.g., salary, PII)
• Schedule audits and revoke access instantly
• Ensure compliance with GDPR, SOC 2, HIPAA, and more

Step-by-Step Guide

1. Accessing the Roles & Permissions Module

• Navigate to Settings from the left sidebar.
• Select Roles & Permissions under the Admin section.

Note: Only users with Admin privileges can access this section.

2. Creating a New Role

• Click on “Add Role”.
• Fill in the following:
  • Role Name (e.g., Sales Manager, HR Executive)
  • Description (Purpose or scope of this role)
  • Department Scope (Global or department-specific)
  • Role Type: Choose between User or Administrator

Tip: Keep role names intuitive and aligned with organizational titles.

3. Assigning Permissions

• After creating the role, you’ll be redirected to the Permissions Matrix.
• Select modules the role can access:
  • CRM (Leads, Contacts, Deals)
  • HRMS (Attendance, Payroll)
  • Finance (Invoices, Payments)
  • Projects, Inventory, etc.
• For each module, define:
  • View
  • Create
  • Edit
  • Delete
  • Export

Security Tip: Apply the principle of least privilege—only grant access necessary for the role.

4. Assigning Roles to Users

• Go to Employees under HRMS.
• Select a user and click Edit.
• Choose the appropriate User Role from the dropdown.

Note: You can auto-assign default roles during onboarding to streamline setup.

5. Auditing & Managing Access

• Use the Audit Logs to track:
  • Role changes
  • Permission updates
  • User activity
• Schedule Permission Reviews to ensure ongoing compliance.
• Revoke or modify access instantly if an employee leaves or changes roles.

Reminder: Set calendar alerts for quarterly permission audits.

Advanced Features

• Time-bound Access: Grant temporary access to contractors or interns.
• Field-Level Security: Hide sensitive fields like salary or personal info based on role.
• Multi-Factor Authentication (MFA): Built-in for added security

Quick Start Guide

Welcome to the HRMS system!

This guide is designed to help you get started quickly, whether you’re an HR administrator, manager, or employee.

By the end of this guide, you will know how to:

• Log into the system
• Navigate the main dashboard
• Access modules and features
• Perform common tasks
• Get help when needed

Logging In

Access the System

• Open your web browser.
• Go to your company’s HRMS login URL (provided by your administrator).
• Enter your username and password.
• Click Sign In.

Tip: If you don’t have login credentials, contact your HR or IT administrator.

First-Time Login Setup

If this is your first time logging in, you may need to:

• Change your password
• Set up security questions
• Accept terms of service
• Complete your basic profile

Navigating the Dashboard

Main Navigation (Left Panel)

• Dashboard – Overview of your data
• Employees – Employee management
• Payroll – Salary, allowances, deductions, and reports
• Recruitment – Job postings and candidates
• Performance – Reviews and goal tracking
• Assets – Asset tracking and assignments
• Purchase – Vendor and purchase management
• Settings – System configurations

Top Navigation Bar

• Notifications – Alerts and messages
• Profile – Personal settings and logout
• Help – Access help guides and tutorials
• Logout – Securely exit the system

Dashboard Overview

Widgets (role-based)

• Quick Stats – Key HR/payroll metrics
• Recent Activity – Latest updates and logs
• Notifications – Pending alerts
• Quick Actions – One-click access to common tasks

Customize Your Dashboard

• Click the settings icon on a widget.
• Choose what information to display.
• Drag and drop widgets to rearrange.
• Save changes.

Performing Common Tasks

Viewing Your Profile

• Click your profile picture → Select My Profile → Review or edit details.

Checking Notifications

• Click the bell icon → View notifications → Mark as read if done.

Searching for Information

• Use the search bar → Enter keyword → Apply filters for precise results.

Getting Help

Built-in Help

• Click “?” Help in the top bar
• Browse topics or use search
• Watch video tutorials for quick learning

Context-Sensitive Help

• Look for “?” icons next to fields for tips
• Hover for explanations, click for details

Contacting Support

• Use Contact Support in the help menu
• Submit a ticket with details (screenshots recommended)

Your First Tasks

For HR Administrators

• Add employees → Employees > Add New Employee
• Configure payroll → Payroll > Settings
• Create job postings → Recruitment > Jobs
• Set up reviews → Performance > Settings

For Managers

• Review team → Employees > Team
• Check payroll reports → Payroll > Reports
• Schedule interviews → Recruitment > Interviews
• Conduct reviews → Performance > Reviews

For Employees

• Update profile → Profile > My Profile
• View salary → Payroll > My Salary
• Apply for jobs → Recruitment > Available Jobs
• Track goals → Performance > My Goals

Best Practices & Notes

Security

• Never share your password
• Always log out after use
• Use strong, unique passwords
• Report suspicious activity

Data Privacy

• Access only what you’re authorized to
• Avoid sharing confidential data externally
• Follow company data policies

System Performance

• Save work frequently
• Avoid multiple tabs of the same page
• Clear browser cache if performance slows
• Use supported browsers (latest Chrome/Edge recommended)

Congratulations!

You now know how to:

• Log in securely
• Navigate the interface
• Access core modules
• Perform daily tasks
• Get help and support