Groups vs Permissions

The intelliHR platform provides great flexibility over the permissions that can be assigned to employees.  On the most basic level everything an employee can see or do on the platform is controlled by a permission that is assigned to their user account.  However, with over 340 different permissions affecting what employees can see, do or access in the platform, the system streamlines management of these permissions through Permission Groups.  All permissions and groups can be found in the Access Control area of the platform.  The article below is an explanation of the difference between the permissions and permission groups.

 

	To view Permissions and Permission Groups: Navigate to Settings >> Access Control, you will see two sections: Permissions – This is a list of all the individual permissions that can be assigned to employees.  For a more in depth review of permission types please click here to be taken directly to the relevant article. Groups – These are pre-loaded Permission Groups that have been created for you to quickly assign to users on the platform who hold different responsibilities such as Staff Member, HR Manager and System Administrator.  The groups are a combination of individual permissions and can be customised to suit your needs.  Once you are confident with permissions and groups you can also create and edit new groups. Further information: When a Permission Group is assigned to a User Account, that user will gain every permission in that group. Multiple Permission Groups can be assigned concurrently to a single user account.  Typically, most employees will only need “Staff Member” access.   However, you may also have a “Training Record Keeper” permission group that provides access to the Training tab of all employees to allow access to the training history of all employees.  This permission group could also be assigned to the employee - layering their access so they can view everything that is relevant to their role.

	Example: Kristoff has been with the organisation for a year now, and as part of his responsibilities he is also now the official first aider in the office. Kristoff already has 'Staff Member' access to the system but now requires access to the medical information for every employee.  The HR team have created a Group Membership called 'First Aid' which provides View only access to the area of the system where the medical information is stored. HR have now assigned this new Group Membership to Kristoff on top of staff member permissions he already has so that he can access the relevant data while not changing any of his existing permissions. The following year Kristoff is seconded to a different office where he will not be the on-site first aider and therefore HR navigate to his user account 'Manage Groups and Permissions' and remove the 'First aid' group.  They can then reassign this to the employee that will fulfill the first aid role in Kristoff's previous office.

	Note: For information on how to assign permissions through group membership see: How to add a permission group