Delegated Access for Outside of a Reporting Line

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Within the platform, permissions between supervisor and their direct reports control what a user can see or do on a particular employee’s profile. Some businesses may require more than one person to have certain permissions in relation to an employee that may not be in their direct reporting line, with delegated access permission can be given for access to their data. 

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This article covers:

• Scenario Description
• What Permissions are needed for this Delegated Access?
• How to Set-Up Delegated Access

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Scenario for Delegated Access to give access to specific individuals outside a reporting line

Scenario Description:

Give access to specific individuals outside a reporting line.

Example:

Holly Greene requires access to manage Madee Suharto on a day to day basis. Holly needs to be able to view Madee's personal information, create diary notes and approve qualifications.

1. Map out who needs access to which person/group of people

For the example above we need to set up 1 set of delegate access

2. What permissions are needed for this delegated access?

1. Create, Edit and View Diary Notes

• people.diary_notes.create/edit/view#own

2. Approve Qualifications

• people.qualifications.approve#own

3. View Personal Email and Phone Numbers

• people.email_addresses.personal.view#own
• people.phone_numbers.personal.view#own

4. View Medical Conditions for Subordinates

• people.medical_conditions.view#own

5. View Emergency Contacts for Subordinates

• people.emergency_contact_details.view#subordinates

Note: Using ‘own’ permissions with delegated access gives the new supervisor access to diary notes of that specific employee rather than the entire team. It does not give that employee access to their own diary notes, or allow the supervisor to see their diary notes either.

3. Set up a permission group with these permissions enabled

4. Set up Delegated Access

• Navigate to Settings >> Delegated Access
• Click Create New Delegated Access

Select the permission group we created in Step 4.

5. How will we know that delegated access is set up correctly?

• To determine that delegated access is set up correctly, we will need Holly to log in
  and view Madee's profile.
• Can they action and view all of the things we outlined above?

Note: This is an advanced setting and therefore if you are unsure of how to complete the steps above; contact the Support Team to coordinate arranging assistance with a Customer Success Team Member via a chargeable professional service who can then help you provide delegated access to employees and training on the subject.