Employees are assigned to roles that control the menu options, pages, and administrative functions available to them. When an employee logs on, HRMS Employee Self Service recognizes their role and provides access only to those menu options and pages they are authorized to use.
The Master User (system administrator) establishes access rights and approval and notification settings for employees at the following levels:
An employee can view and update information contained on employee pages. By default, all employees are included in the employee role.
A manager is an employee responsible for the operations of a department, division, or other organizational unit. Consequently, a manager is responsible for the performance of the employees working in their organizational unit. Employees in a manager role are typically responsible to review and approve employee time off requests. In addition, managers may also have access to employee information, such as emergency contacts, education, or skills.
A manager may have direct reports in more than one employer. If the manager role in each employer has different access rights, the manager's access in HRMS Employee Self Service is determined by the employer where the manager works.
Example: Donald Adams (a manager who works at ZSI) has direct reports in ZSI and ABC. Managers in ZSI are permitted to view employee salary information but managers in ABC are not. Donald Adams is able to view employee salary information for both employers because he works at ZSI.
By default, any employee set up as a Manager in Sage HRMS (on the Organization tab of the employee's Current Job page) is assigned to the Manager role in HRMS Employee Self Service.
Note: If an employee does not have a manager, when the employee makes a request, the notification or approval normally directed to the Manager role is redirected to the person in the HR Administrator role.
A supervisor is an employee who is responsible for the day-to-day tasks performed by an individual employee. While they lack the level of authority of a manager, they have an oversight responsibility for the employees with whom they work. A supervisor might be responsible for tracking and approving employee time off requests, but they do not have access to manager pages.
By default, any employee set up as a Supervisor in Sage HRMS (on the Organization tab of the employee's Current Job page) is assigned to the Supervisor role in HRMS Employee Self Service.
Note: If an employee does not have a supervisor, when the employee makes a request, the notification or approval normally directed to the Supervisor role is redirected to the person in the HR Administrator role.
There are four Administrator roles (HR, Benefit, Payroll, and Training Administrator) which enable the administrator to act on approval requests and receive notifications. Benefit administrators can also set up open enrollment and life events.
Example: A benefit administrator can set up an open enrollment period, including the length of the open enrollment period and the benefit plans in which employee can enroll. A benefit administrator has access to all employers when they set up open enrollment and life events. Their role assignment to employers only applies for approval authority and receipt of notifications.
For instructions on assigning administrator roles to employees, see Assigning administrator roles.
View Builder functionality enables information sharing in your company by creating views from HRMS data. That view can then be distributed as a URL or an Excel file. To create a view, an employee must be assigned to a View Builder role. There are two system-defined roles (Executive Viewer and View Creator) and there can be custom roles designed for a specific type of view creator. For details on assigning View Builder roles, go to View Builder Roles.
The Master User is also a role and is responsible for system administration tasks, including the following:
- Assign administrator roles to specific employees in specific employers
- Specify the access for each employee page, manager page, and custom page in the system
- Set the logon requirements for employees logging on to the system
- Manage employee and applicant logons, including lockouts, deletes, and password resets
- Review employee logon history as needed
- Set up Message Center reminders
- Set permissions for specific fields
- Perform customizations
- Define how employee time off functions
For details on system administration tasks, go to System Administration Overview.