How do I create different roles and determine which authorizations they have?
Create role
- Click on “Roles & access” in the side menu on the left under User management
- Now select the “Roles” tab
- Here you will see a list of existing roles
- Click on the “+” symbol
- The “Add entry” pop-up appears
- Name your new role
- Assign permissions to your role
- Click on “Save”
Authorizations
You can customize exactly which permissions a role receives. Roles with the full scope of authorizations or roles with read-only rights are possible. Some authorizations are linked to each other, which you can see from the fact that the greyed-out authorizations are subordinate to the superordinate terms above them.
You can also assign authorizations individually by department and location. As soon as you have clicked on the selection, a drop-down field appears.
Talent management authorizations
Areas that can be released separately as read and edit rights:
- View employee files (read permission) / Create and modify employee files (edit permission) / Delete employee file (edit permission)
By enabling these points, the user concerned has access to the first page of the employee file, which contains the basic data. “Delete employee files” enables affected users to delete employee files that are already visible. - View comments at employee files (read permission) / Write comments at employee files (edit permission)
By enabling these points, the user concerned has access to the comment function in the overview of the employee file - View details (read permission) / Manage details (edit permission)
With the release of these points, the user concerned has access to the second tab of the employee file, where the extensive master data is located. It is also possible to enable only certain categories here. - View terms of employment (read permission) / Manage terms of employment (edit permission)
By enabling these points, the user concerned has access to the third tab of the employee file, but here only to the “terms of employment ” section - View salary agreements (read permission) / Manage salary agreements (edit permission)
By releasing these items, the user concerned has access to the third tab of the employee file, but only to the “Salary agreements” and “Salary payments” sections - View documents (read permission) / Manage documents (edit permission) /
Delete documents (edit permission)
By enabling these items, the user concerned has access to the fourth tab of the employee file, where the folders with documents and the document templates are located. It is also possible to enable only certain folders here.
Areas that can only be released as editing rights, as they require actions:
- Assign tags to employees (edit permission)
Mit der Freigabe dieses Punktes hat der*die betroffene Nutzer*in Zugriff auf das Listensymbol ganz rechts der Tags-Zeile, in der Übersicht der Mitarbeiterakte. Somit können vordefinierte Schlagworte aus der bestehenden Tag-Liste der Akte zugeweisen werden. - Create, edit and delete tags (edit permission)
By enabling this item, the user concerned has access to the list icon on the far right of the tags line in the overview of the employee file. This allows predefined tags from the existing tag list to be assigned to the file. - Manage notes (edit permission)
By enabling this item, the user concerned has access to the fifth tab of the employee file, where note entries can be created and edited - Manage checklists (edit permission)
By enabling this item, the user concerned has access to the sixth tab of the employee file, where checklists can be created and processed - Manage reminders (edit permission)
By enabling this item, the user concerned has access to the seventh tab of the employee file, where reminders can be created and processed. The menu item “Reminders” also becomes visible, where all reminders are listed together and can be created and processed. It is also possible to activate only certain types of reminders here. - Manage lists (edit permission)
By enabling this item, the user concerned has access to the “Lists” menu item, where they can create and manage their own lists - Manage reports (edit permission)
By enabling this item, the user concerned has access to the “Reports” menu item, where reports can be managed
Areas that can be released independently of access to employee files:
- Read and write messages in the messenger (action)
By enabling this item, the user concerned has access to the “Messenger” menu item, which can be used to handle all communication with employees directly via onboard. Here it is possible to define only communication with certain employee groups.
Manage Messenger groups (action)
By enabling this item, the user concerned has access to the menu item ‘Group management’ in the menu item ‘Messenger’, which can be used to create new Messenger group chats and define the members of the group.
Request electronic signatures (action)
By enabling this item, the user concerned has access to the menu item ‘E-signature’ in the menu item ‘Messenger’, which can be used to request the electronic signature for digitally signing documents. - Import and export of employee data (action)
By enabling this item, the user concerned has access to the menu item “Import / Export”, where Excel or tables of master data / salary agreements / employment relationships / salary payments and documents (e.g. payslips) can be uploaded. This data can also be downloaded under “Export” - View attendances (read permission) / Manage attendances (edit permission)
By enabling this item, the user concerned has access to the menu item “ Attendances”, where attendances and absences can be entered via a calendar and vacation requests can be managed
Add-on “Performance”:
If the role is not granted access to the employee files, only the defined employee list appears under “Performance”; users cannot access files.
- View performance sheets (read permission) / Manage performance sheets (edit permission)
By enabling this item, the user concerned has access to the “Performance” area, which appears both in the employee file and as a menu item, whereby only the existing performance sheets are visible - Manage templates (edit permission)
By enabling this item, the user concerned has access to the “Performance” menu item, where templates can be created - Manage text blocks (edit permission)
By enabling this item, the user concerned has access to the “Performance” menu item, where text modules for frequently used templates can be created
Additional refinements:
If almost all points are activated, an additional drop-down appears next to the right, under which further restrictions can be made.
- Restrictions by location, department and/or status
You can clearly define which role only has access to certain departments or even file statuses - Details restrictions
Specify exactly which categories of the details overview should be visible for which role, and separately which categories the role is allowed to manage – i.e. edit. - Document restrictions
For documents, you can also define that only certain folders are visible for certain roles, so you can prevent a role from seeing the imported payslips, for example - Reminder restrictions
You can also activate only certain types of reminders for a role.
Now assign roles to your users by going to the user administration:
https://support.onboard.org/hc/nutzerverwaltung/
Frequently asked questions
Can I give a department head read-only rights for his employees?
In the Talent Management area in the role definition pop-up, all areas can be assigned individually. This allows you to create a role that can manage (edit) employee data, for example, but only sees the documents. You can also be even more specific and assign individual folders to the document storage.
If the department head should only see the employees in their location and department, the option “User’s location and department” can be selected in the restriction. This allows you to use one role for several department heads and each person only sees what concerns them.
