Who sees what: employees, managers and HR officers
Each employee sees only their own records and each manager sees everyone below them. HR staff get roles per Entity, limited to some departments or locations if you wish. A role can also hide parts of the record, such as bank details.
PLANSEvery plan
The problem it solves
- Everyone in HR can open every salary, PAN and bank account, because the software has one HR login.
- The HR officer of one plant can see and change the staff of another plant or a sister company.
- Managers ask HR for their team's attendance because they have no view of their own.
- Timekeepers need attendance but end up seeing Aadhaar numbers and home addresses too.
How it works
- Link each employee's login to their employee record. They now see only their own attendance, leave, payslips, letters and requests. No role is needed.
- Set the Manager on each employee record. A manager then sees their whole team below them, at every level, and decides what waits for the manager.
- Give HR, payroll and timekeeping staff their roles. Set them on the user (Administration > Users & Entities > Users, tab Access Rights), or under Employees > Configuration > HRMS Setup > Roles and Integrations > Roles per Entity.
- On Roles per Entity, pick the User, the Role and the Entity. Limit it with Only Departments, Only Locations or dates if needed. The person then works only on those people.
- Under HR Roles, switch on Hide Personal Details, Hide Statutory IDs and Bank, Hide Documents or Hide Disciplinary Cases for a role. People holding that role no longer see those parts.
Everything it does
Employees and managers
- An employee needs no role: a login linked to their employee record is enough
- A manager needs no role: being the Manager on the team's records is enough
- Managers see everyone below them at any depth, in the registers, the roster planner and the team lists
- Nobody decides their own request, whatever their role; the approve buttons are refused on your own record
HR roles
- HR User, HR Manager, HR Head
- A User and a Manager for each area: Attendance, Leave, Expenses and Travel, Performance, Training, Assets
- Payroll Officer, Payroll Manager and Confidential Salaries (sees the salaries marked confidential)
- Interviewer, Recruiter, Recruitment Manager, Top Management, Medical Officer, and administrators for goals, one-to-ones, skills, surveys and improvement plans
- HR Manager includes User of every HR area; HR Head includes Manager of every HR area; neither includes payroll or recruitment
- Payroll reads employee records but does not change them unless HR User is given as well
Roles per Entity
- One line per user, role and Entity; a user can hold several lines
- Only Departments: that department and its sub-departments; empty means the whole Entity
- Only Locations: those work locations; empty means every location
- From and To dates: the role applies only between them
- A role set on the user form applies in all of the user's Entities
- The role's access is given and taken back by itself as lines start, end or are removed
Hiding parts of the employee record (Growth)
- Hide Personal Details: home address, date of birth, family, nominees, personal email and mobile, marital status, emergency contacts
- Hide Statutory IDs and Bank: PAN, Aadhaar, UAN, PF and ESIC numbers, passport, identification numbers and bank accounts
- Hide Documents: employee documents, also on Employee 360
- Hide Disciplinary Cases: the cases themselves come with Scale
- The switches are on the HR Roles list; changing one updates every holder of the role
- HR Roles is a list your system administrator can add to: a name, a code and the access groups the role gives
Records that protect themselves
- Changes to statutory numbers and personal details are tracked on the record
Who uses it
EmployeeSees and requests only their own records.
ManagerSees the team below them and decides what waits for the manager.
HR User, HR Manager, HR HeadWork on the employee records of the Entities, departments or locations their roles give them.
System administratorGives roles per Entity and sets which parts of the record each role hides.
Where you use it
- Web: Administration > Users & Entities > Users, tab Access Rights, section Human Resources
- Web: Employees > Configuration > HRMS Setup > Roles and Integrations > HR Roles and Roles per Entity
- The SmartMy HRMS app: each person sees the menus their access gives them (built and in testing, not in the app stores yet)
- Not a separate employee portal: employees use the same back office, limited to their own menus
What you control
Settings
- Roles per Entity: Only Departments and Only Locations empty to start with (the whole Entity)
- HR Roles: the four Hide switches off to start with
- Managers See in the Org Chart: their tree below and their own manager (the default), or every level above
Questions
Do managers need a licence or a role?
No. A manager is anyone set as Manager on other employees' records. They see their team below them and decide its requests. Only active employees are counted.Can the HR officer of one plant be kept out of the other plants?
Yes. On Roles per Entity, give the HR role for that Entity and fill in Only Locations with the plant, or Only Departments. The officer then sees only those people.Can our timekeepers work on attendance without seeing PAN and bank details?
Yes, from the Growth plan. Switch on Hide Statutory IDs and Bank for the Attendance User role. They keep the attendance work and lose those fields.Can an HR manager approve their own leave?
No. Nobody decides their own request, whatever their role. Someone else at that level, or the next level, decides it.Can we make our own roles with chosen permissions?
The roles come ready, one set per area. Your system administrator can add a role under HR Roles, with a name, a code and the access groups it gives. It is then assigned per Entity like the others.Related features
EMPLOYEES AND ORGANISATIONEmployee records with statutory detailsOne record holds each employee's position, PAN, Aadhaar, UAN, PF and ESIC numbers, family and nominees, education, past jobs, background checks and bank accounts. The stage (probation, confirmed, notice, separated) moves by itself, and every change is kept with its date.EMPLOYEES AND ORGANISATIONTransfers, promotions and group companiesRun several Entities of your group in one account. A person who works for more than one keeps one identity, with their PAN, UAN and group service. Promotions and transfers take effect on a date, go through approval and stay in the history. A move to a sister Entity keeps the UAN and the years of service.VIEWS AND REPORTSEmployee 360 and organisation chartOne screen shows everything about an employee: profile, attendance, leave, pay, loans, assets, documents and what is pending. Each viewer sees only the parts their role allows. The organisation chart covers the whole group, with search, CSV export and open positions.ACROSS SMARTMY HRMSApproval chains and one approvals inboxEvery HR request, from a day's leave to the full and final, goes through its approval chain and waits in one Approvals inbox. Levels, approvers, reminders, escalation and stand-ins are settings you control, per Entity and kind of request.EMPLOYEES AND ORGANISATIONDepartments, grades, locations and policies by scopeModel the organisation as it is: departments with sub-departments, designations, grades, employment types, staff categories and work locations. Every HR rule says who it applies to, from the whole Entity down to one employee, and the most specific rule wins.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.