Security (Editing Single User Permissions)
Editing Single User Permissions
Security>>User Administration (Expand User record by clicking on the + sign)
How to Grant Company Access to a user?
Company Access
The Company Access permission allows the system administrator to grant the end user permission to the Company-Division-Department views within HRplus. Once granted, they can now view all employee data for the respective department(s) within the modules that they have access to.
Permissions can be either be granted for ALL Companies on the database or only for Specific Companies- Department combinations. This permission is required for the end user to be able to see theirs, as well as other employee personnel information stored on HRplus.
Grant Access to ALL Companies, Division and Departments: By selecting this button, the user will be granted permission to ALL Companies on the database. This is normally selected for a System Administrator who oversees the user permissions of the Company Administrators for the
individual companies.
Grant Company Access Options
Grant Access to Specific Companies, Divisions and Departments: By selecting this option, you can select the combination of the Company, Division and Departments that the user has to be granted permissions for. This can be for access to ALL departments within a single company or multiple departments within a company.
New Record: Alternatively, if the user is to have access to only certain hierarchies, click on the New Record hyperlink and, using the drop boxes, manually select each hierarchy individually.
Click on the Submit button to Save.
Security>>User Administration (Expand User record by clicking on the + sign)
How to Grant Access to a Specific Company?
Step 1: Select the option to Grant Specific Company Access
Grant Access to Specific Companies, Divisions and Departments: By selecting this option, you can select the combination of the Company, Division and Departments that the user has to be granted permissions for. This can be for access to ALL departments within a single company or multiple
departments within a company.
Step 2: Select the Specific Company to Grant the user Access
Step 3: Change the Number of Records on the Page to 100
Step 4: Select the Header Row to select ALL the records on the page
Step 5: Scroll to the end of the page and Click Submit
Step 6: View the Company Access Permission Granted for the Employee
Security>>User Administration>>User>>Plus Sign>>Company Access
How do I Delete/Revoke Company Access?
There are two ways in which Company Access can be revoked as follows:
Option 1: Delete Company Access
1. Filter by any of the headers (Company Code, Company Name, Division Code, Division Name,
Department Code, Department Name). Records will be displayed depending on the user’s permissions.
Select the number of Records per page e.g. 100 (maximum).
Check the Delete button. All records will be selected.
Click the Submit button.
Repeat to delete additional records.
Option 2: Revoke Company Access
Security>>User Administration>>[+]>>Pay Group Access
How to Grant Pay Group Access
Pay Group Access
Pay Groups, in HRplus, are linked to Positions and employees are, in turn, hired into these positions.Pay Group Access is required for those users who need to insert/edit/delete/view records or information related to the employee's linked to the pay groups. This includes but is not limited to entering employee salaries, creating pay cycles and new pay groups, viewing employees pay profiles, viewing payroll related timesheet information, etc. Payroll, HR and HRplus Time Users will need access to Pay Groups.
To give a User access to all Pay Groups, click on the Grant Access To All Pay Groups button.
Grant Pay Group Access
Alternatively, if the user is to have access to only certain Pay Groups, click on the drop box to manually select each pay group individually.
Click on the Submit button to Save.
If a user is not given Pay Group Access, s/he will not be able to see information pertaining to the
Pay Groups within the various modules.
Note that in the event that there is a restructuring exercise taking place within the company and a new Pay Group is created, existing and new payroll users will have to be given permission to new
paygroup in order to be able to view it.
Security>>User Administration>>Restrict Position Access
How does it work?
1. Select the position that the user should NOT have access to.
2. Save the record.
3. Repeat to add more restricted positions.
How do I Restrict Position Access?
Restrict position Access
The Restrict Position Access feature allows the system administrator the restrict the positions that the end user is able to view. When the position is saved here, then end user will not be able to find any details about the position or the employee in the position. this can be useful in a scenario where a users is not permitted to see the personnel data for executives or other high-level employees.
Step 1: Expand the User Record and go to Restrict Position Access
Step 2: Select the Position to be Restricted
Security>>User Administration>>Restrict User Reports
How do I Restrict User Reports?
Restrict User Reports
Some users may not be permitted to have access to certain reports that may carry confidential information. This screen allows you to block certain reports from being viewed by the HRplus user you are setting up.
Restrict user Reports
• Click on New Record. Next, click on the icon to select from the Reporting Area, the Reporting Group and Report No. within the company, for the person whose information you wish to hide.
Click on the diskette icon to save.
Repeat to add more restricted reports.
Security>>User Administration>>Edit User Groups
How do I edit User Groups Application Permissions?
Edit User Groups
This tab allows you to view the the groups/permissions to which the HRplus user was granted access via the New User tab. You can delete or add more permissions here.
Once the relevant permissions is given based on the employees roles, you then select Submit changes For more details on Application Permissions, click on the link below:
Edit User Group Application Permissions
• Select the check box of module permission that you wish to grant or revoke access for the user.
Click Submit Changes to save the record.
If there is a check on the box, this means the user has access to that module.
If the check box is blank, this means the user does NOT have access to the module.
The user will be granted Application and Database (DB) Permissions.
Only persons with access to the Security Module can view, grant or revoke these permissions.
Please contact your company's System Administrator for assistance.
Description of Modules/User Groups and Database (DB) Permissions
In HRplus Security Module, you can grant or revoke a user's access to specific functions and data in the application through the User Groups.
The table below provides a detailed description of the permissions and functionality one can have by being granted module or user group access in HRPlus. It is critical to understand how a combination of these permissions can allow users to have a seamless interaction with HRPlus once they have been given the correct access when their profiles are created.
Module/ User Group | User Group Description | Synced Database Permission |
System/Security:
| Allows access to the Security module. These users manage permissions for all end users of HRplus OR In a multi company environment, they manage user permissions for each company administrator. Administrators have access to the following menu options:
| SYSTEM_ADMIN |
Module/ User Group | User Group Description | Synced Database Permission |
System/Security: 2. Company Administrators | Allows access to the Security module. Manage user permissions for their respective company ONLY, in a multi company environment. Administrators have access to the following menu options:
| SYSTEM_ADMIN |
Personnel
| Allows access to the Personnel module, Personnel, Employees, Company Assets and Event Reminders. | N/A |
Personnel
| Allows access to approve HR functions. | HR_MANAGER |
Personnel
| Grants a user the ability to add, edit, delete, post or manage various transactions within the HR aspect of the application. These employees/users have access to View/ Insert/Update/Delete HR functions – they do the processing in the HR Modules – enter data, make changes – keep the application up to date re employee data processing. HR Users have access to:
| HR_USER |
Personnel | Allows access to the Setup screens in the | HR_SETUP |
Module/ User Group | User Group Description | Synced Database Permission |
| Personnel module. | |
Recruitment
| Allows access to the Recruitment module. | HR_RECRUITMENT |
Talent
| Allows access to Talent Management comprising Goals, Appraisals, 360 Multi-Rater, Training and Succession. | |
Talent
| Access to the 360 Multi Rater module | HR_360 Module |
Talent
| Access the Appraisals Module | HR_Performance |
Talent
| Access the HR Events screens which allows the user to generate an Appraisal or 360 Multi- Rater | |
Talent
| Access the Goals Module | HR_USER |
Talent
| Allows access to the Succession Module | HR_USER |
Talent
| Access the Training Module | HR_USER |
Relations
| Allows access to Employee Relations comprising Industrial Relations and Health and Safety. | HR_RELATIONS |
Relations
| Allows access to Health and Safety Module. | |
Relations | Allows access to Industrial Relations Module. |
Module/ User Group | User Group Description | Synced Database Permission |
| ||
Company Assets | Allows access to the Company Assets module. | HR_COMPANY_ASSETS |
Payroll
| Allows access to a user who has the authority to approve, run and reverse the payroll. The employee who is designated a Payroll Supervisor is usually a manager who has access to approve/reverse the payroll. On completion of data entry of cycle changes, the payroll supervisor will logon to the application, view the Cycle Changes report and give approval to run the payroll. If the payroll has to be reversed, the cycle of approval is repeated as many times as required until the payroll is finalized. Payroll Supervisors have access to the following menu options:
| PAY_SUPERVISOR |
Payroll
| Allows access to the POWERpay Payroll module comprising Process Payroll, Employees, Pay Cycles, Business Rules, Maintenance, Leave, Year-End Close and Self- Serve Entries. Those employees with access to Payroll can View/Insert/Update/Delete payroll functions – salaries, allowances, deductions, overtime, statutory deductions etc. The menu options are:
|
Module/ User Group | User Group Description | Synced Database Permission |
| ||
Payroll
| Allows access to both Payroll and Human Resources functions. These employees have access to both Payroll and HR functions – View/Insert/Update/Delete employee data in those HR modules to which they have access; make transactional changes (salary changes, promotions, position changes etc.); maintain and update employee data in the application. The menu options are:
| |
Payroll
| Allows access to the POWERpay module including Leave processing. The Leave module has been included in the POWERpay Payroll menu for those companies that wish to process both Leave and Payroll. The Leave module allows you to quickly and easily calculate and recalculate leave balances. One-time setup is based on unlimited user-defined leave types and leave rules that can easily be modified to cater to changing policies. Recalculation of leave can be done to date or projected to a future date, providing drill-down capability to both a summary and detailed history of |
Module/ User Group | User Group Description | Synced Database Permission |
employee leave taken and leave balances. Leave can be processed – entered, approved, updated, posted and deleted – with leave balances automatically updated with each transaction thus offering both flexibility and ease of use to the user. | ||
Payroll
| Allows access to the Payroll Setup menu option which includes the setup of Earnings, Deductions, Allowances, Other Income, Pay Groups, Pay Cycles, Banking and Other Payees and other base tables in the POWERpay module. Employees can View/Insert/Update/ Delete only those options on the Payroll Setup menu - the core payroll setup that form the foundation of the payroll and is usually one- time setup. These include the setup of:
| N/A |
Payroll
| Allows access to the Business Rules menu option in the POWERpay and Personnel modules located in the General Codes tab. This feature allows a user to set up unions and bargaining units for the organization. | N/A |
Benefits
| Allows access to the Benefits. | HR_BENEFITS |
Benefits
| Allows access to the Leave Module. | HR_BENEFITS |
Module/ User Group | User Group Description | Synced Database Permission |
Benefits
| Allows access to Health Plan. | HR_HEALTH_PLAN |
Benefits
| Allows access to Medical. | HR_MEDICAL |
Benefits
| Salary Survey. Future Release | HR_COMPENSATION |
Benefits
| Allows access to the Pension module. | HR_PENSION |
Benefits
| Allows access to Education Support. | HR_EDUCATION_SUPPORT |
Self Service
| Allows access to User Self Service. Used in conjunction with any other self-serve options depending on the level of access. | N/A |
Self Service
| Allows access to departmental administrators who are responsible for leave approvals, time sheet entries and any other employee-related issues. | SELF_SERVE_ADMINISTRATOR |
Self Service
| Allows access to User Self Service – Employee. An employee is allowed to update his/her profile, view his/her payslip, request leave, view balances etc. | SELF_SERVICE_EMPLOYEE |
Self Service
| Allows access to User Self Service – Manager. A self serve manager is responsible for all approval requests that are submitted to them from their direct reports. | SELF_SERVICE_MANAGER |
Self Service
| Allows the end user to be able to: 1. View payslips uploaded to HRplus via the self service module. Payslips generated by HRplus are NOT visible in this screen. |
Module/ User Group | User Group Description | Synced Database Permission |
| ||
Self Service
| Allows access to User Self Service – Timekeeper. The self serve timekeeper is responsible for scheduling shifts, keeping all attendance logs up to date, and ensuring timesheets are current. | HR_TIME |
Self Service
| Allows users to be able to see the virtual clock on the dashboard upon login, and therefore they can punch in for work using that clock. | |
Self Service
| Gives access to employees involved in a 360 MultiRater/Feedback | SELF_SERVICE_TEAM_LEADER |
HRplus TIME
| Allows access to HRplus Time – the time and attendance module of HRplus. | HR_TIME |
HRplus TIME
| Allows the end user access to HRplus Time – the time and attendance module of HRplus with some of the Personnel Module functions | |
HRplus TIME
| Allows the end user access to HRplus Time – the time and attendance module of HRplus with some of the Leave module functions included. | |
Reporting
| Permission to this option allows the end user access to all reports (e.g. Personnel, Payroll, Benefits, Leave based on the modules to which you have access) to be accessed from one place – there is no need to navigate to the respective module to view the report. | N/A |
Module/ User Group | User Group Description | Synced Database Permission |
It is used in conjunction with Multi-Instance Web Server to which permission must also be granted:
When you click on the menu item HR Payroll Reports you will be redirected to a new page in your browser in which the reports will be displayed. This feature enables greater speed of access for longer reports (e.g. payroll reports) and helps in balancing the processing load of the server/s. | ||
Reporting
| Allows access to the Reports menu in the module to which permission is granted. If permission is granted to both End User Reporting and Single Instance then the user will be able to view the Reports menu under the respective module and the DBXtra Reports under the End User Reporting menu. | N/A |
Reporting
| Allows users to be able to view older versions of the pivots available in HRplus via the payroll module. | |
Add Ons
| Comprises Fringe, Hotel, Backpay and Advance Payments. Permission allows access to these options. | |
Add Ons
| Allows access to Advance Payments as a stand- alone module. Permission must also be granted to the Add-Ons option as well | N/A |
Add Ons
| Persons can view other user activities on specific screens. All actions such as delete, insert and edit are recorded and can be reviewed by the 'auditor' when required. | AUDITOR |
Add Ons | Users with this permission are only able to view data in the modules they have access to |
Module/ User Group | User Group Description | Synced Database Permission |
| and they will not be able to make any update/ insert/edit/delete transactions. This permission is usually granted to audit users. | |
Add Ons
| Allows access to Backpay as a stand-alone module. Permission must also be granted to the Add-Ons option. | N/A |
Add Ons
| Allows the end user to access reports via End User Reporting and view ONLY reports which have been configured for them to access. These reports are configured via End User Reporting >> Web Reports Setup and can be setup by company and country. This feature can be used by:
| N/A |
Add Ons
| (Future Feature) Allows the user to access a toll for custom built imports to HRplus. | |
Add Ons
| Allows access to Fringe Processing (hotel industry). Permission must also be granted to the Add-Ons option. | N/A |
Add Ons
| Allows access to Hotel (Tronc, Tips). Permission must also be granted to the Add- Ons option. | N/A |
Add Ons
| Allows the end user access to view the old manual time sheets ( no longer in use) within the department administrator module. This has since been replaced by the time sheets generated by HRplus TIME. | N/A |
Module/ User Group | User Group Description | Synced Database Permission |
Add Ons
| Allows the end user to be access the Onboarding/Offboarding functionality within the Personnel, Recruitment and Self Service Modules. | |
Add Ons
| Allows the end user to be able to create/add/ edit a company notification for the message board in HRplus. The message will be pending approval before it can be seen by employees. | |
Add Ons
| Allows the end user to be able to approve a company notification so that it can be posted to the message board in HRplus. These messages are seen by everyone in the company once they log into HRplus. | |
Add Ons
| Allows access to multiple companies within an organization. The employees who have access to the Multi-Company function has access to View/Insert/Update/Delete data with regard to all the companies in the database whereas Single-Company access only allows you to View/Insert/Update/Delete data re the specified company only | N/A |
Add Ons
| Allows the user access to multiple currencies utilized within an organization. Note that:
| N/A |
Add Ons
| Allows the user to open the link for the HRPlus BI Reports, however this tool must be setup by version control before it is available for use. | |
Add Ons | This enables functionality for HRPlus support personnel ONLY. Not for client use. |
Module/ User Group | User Group Description | Synced Database Permission |
|
Edit User Database (DB) Permissions
Security>>User Administration>>User DB Permissions
Edit User DB Permissions
When a user's access is granted or revoked for the User Group or Application permission, the Database Permissions will be automatically updated to reflect the changes.
This screen must NOT be edited by the system administrator as it will already be reflecting the correct permissions for the user. It is primarily used by HRPlus support personnel to be able to manually adjust user permissions in the rare occasion that this is required.
Edit User DB Permissions
Security>>User Administration>>[+]>>User Signature
How do I set up a User's Signature?
User Signature
This feature is used to insert signatures into documents on HRPlus. E.g. On the letter templates a manager's signature can be inserted into the relevant letters. Additionally, it can be used where signatures are required on certain statutory reports.
To upload a signature, you must have an electronic signature or you can scan a signature and save it as a JPEG or PNG.
Set Up User Signature
• Click Upload Images.
Select the signature file from where it is saved on your machine. Click Upload.
Once you are okay with the signature, select Submit and the record will be saved.
To delete the record, check the delete box and click Submit.
You may re-upload another file as required.
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