User roles in the employee management system

User roles

User roles: Each employee has exactly one user role. Roles are set when creating a new employee, and/or can later be changed in the employee file under the settings for the employee.

Role	Description	Access
Employee	Employees can use their login data to log in to the employee view. Employees can view company and department goals, as well as their manager's goals, and contribute to those goals, i.e. suggest goals for themselves which relate to a goal of the manager's. The administrator can assign various modules (e.g. imports) to employees. These employees are then authorized to carry out various tasks in the system (e.g. data imports).	— Employee view — optional via access profile: all additional modules (but the only modules that make sense here are those which do not require special access via organizational units).
Manager with access to direct subordinates:	Managers can see everyone who reports directly to them. However, a manager has no access to employees of his or her employees. To view and edit their own profiles, managers must use the employee view. In their role as employees (e.g. when agreeing on goals with their own managers), they use the employee view. In their role as managers, e.g. when agreeing on goals with their subordinate employees, they use the internal view. When a direct subordinate’s job is historized, the manager will continue to see the historized job and all of the person’s (event) registrations for a specified transitional period (configurable under Modules & Accesses or via /Administration/ModulAccess/Miscellaneous, with a default period of 90 days). After this period expires, the historized job and its associated registrations will no longer be visible to the former manager. Assignment of organizational units in the Settings area is used only for the construction of a list of organizational units that can be used for searching in overviews.	— Employee view — Manager view: all employee data, function profiles — Optional via main profile and via access profile: all additional modules (but without the ability to gain access to content like succession planning or events via organizational units), department goals
Manager with access to direct subordinates and other organizational units	The second manager role has access to the same functions as the "Manager with access to direct subordinates" role, but additional organizational units can be selected in the manager's settings to provide them with access to those OUs. Access is also extended to all subordinate OUs within the assigned organizational units. To view and edit their own profiles, managers must use the employee view. When a direct subordinate’s job is historized, the manager will continue to see the historized job and all of the person’s (event) registrations for a specified transitional period. After this period expires, the historized job and its associated registrations will no longer be visible to the former manager. They do not see historized employees to whom they previously had access only through the organizational unit.	— Employee view — Manager view: all employee data, function profiles — Optional via main profile and via access profile: all additional modules, department goals
HR expert	The HR expert has access to employees according to the same rules as the "Manager with access to organizational units". To view and edit their own profiles, HR experts must use the employee view. They can also configure the settings in the employee file. In addition, HR experts can see all historized employees from their assigned organizational units. The settings in an HR expert's profile are used to specify which organizational units they are allowed to see. It is also possible to specify which modules are available to them. Example scenario: If an HR expert is responsible for personnel development, the person's profile can be set up to specify that only the "Development" module should be visible to them.	— Employee view — Manager view: all employee data, function profiles, employee review meeting catalogs — Optional via main profile and via access profile: all additional modules, department goals
General manager	The general manager has access to employees according to the same rules as the “HR expert”, but cannot change a person’s role (Employee file > Settings). He or she can also define company objectives. These are entered in the "Company" tab in the internal view. Like all other roles, this role can be assigned to more than one person.	— Employee view — Manager view: all employee data, function profiles, employee review meeting catalogs, department goals, company objectives — Optional via main profile and via access profile: all additional modules
Administrator	Administrators have access to all employees, and can edit all data and delete any entry. The administrator role is mainly used to configure settings under "-> Settings". Tips for Setup administrator	— Employee view — System settings — Manager view: all employee data, function profiles, employee review meeting catalogs, department goals, company objectives, imports, exports — Optional via main profile and via access profile: all additional modules

Network: Whether an employee can be seen on the network (in the employee view) or has access to the network depends on the settings in their employee profile. Those settings include options for "Has access" and "Is displayed" — see Settings in employee file.

Additional roles

Role	Description	Access
External individuals	Anyone who does not have (or no longer has) a position within the company is automatically categorized as an external individual. An external individual is the opposite of an employee. Every person in the system is either an employee or an external individual. Employees have one of the user roles mentioned above. External individuals do not have or need such roles. Typically, these are external consultants, instructors, former employees / alumni or even customers. External individuals can freely organize themselves into groups on the network and exchange their knowledge. Module roles cannot be assigned to external individuals. Please make sure that you do not assign a role to a historicized employee (= external person), as this will result in the denial of access to the person concerned. The external person is not allowed to have a role for their access to the Public area.	— Public view
Instructors	Any person in the system can be an instructor. This simply requires that the employee or external individual be marked as "Is an instructor" in their personal settings. Instructors can be assigned/booked for events.	— Instructor view
Setup administrator	A person for whom this role is activated can perform configurations in configuration mode, in the context of their other access rights and module rights.	— Settings — Relevant view for role and module access

Access to modules

Modules: In the settings for each employee, you can specify which of the available modules the employee should have access to. As a general rule, any user role can be combined with any module, except for the "Employee" user role. Employees can only acquire additional privileges in Umantis Employee Management through the assignment of additional access profiles. Module roles cannot be assigned to external individuals.

Module	Description
Goals and tasks (ERM)	Employees with access to this module can create goals and tasks for the employee review meeting, and agree on them with their subordinates.
Personnel development (ERM)	Employees with access to this module can enter competencies, development goals, conduct and feedback for the employee review meeting, and agree on them with their subordinates. They also have access to employees' potential.
Succession planning	People with this module are permitted to perform and administer succession planning. They are free to integrate their employees into the succession planning. The same access rules apply to individual jobs for succession planning as for employee jobs (organizational units and manager assignment).
Events (administrators)	Event administrators can administer all events that are assigned to their organizational units. They can control publications and manage participants, instructors and resources.
Events (users)	Event users are usually managers. They can register their employees for events that are already published. This is equivalent to the function by which employees can register themselves for the event in the employee view.
Analytics (dashboards and ad-hocs)	Analytics is an umbrella term for dashboards (diagrams) and ad-hoc reports (Excel report templates). A person to whom this module has been assigned can create and configure diagrams and Excel report templates. However, this function is very technically demanding.
Surveys	A person to whom the "Surveys" module is assigned can create surveys, invite participants, and start or end the survey. If a survey is marked in the "Settings" as "Visible for managers", then managers do not need to have this module role, and the survey will also be visible to the managers of survey participants. This is useful, for instance, if a survey is used as manager feedback.
Imports	Employees with access to this module can initiate imports of any kind. Assigning this module role is very similar to assigning administrator status, since an import can also be used to create new administrators, thereby clearing the way to unrestricted access to the entire system. Any user with access rights to imports can edit an employee's person and job IDs. For example, this means that HR experts and managers can also see and edit the ID fields.
Org chart	A person to whom this module role is assigned can see the org chart for the company alongside the employee overview. This module is tied to an external provider and must be specially configured.
all salary/bonuses	This module, also known as "Compensation", allows for a very flexible calculation of salary increase and bonus proposals for employees, based on their performance. Managers with access to this module have good control over employees' salary structure. It is a good idea to assign the "Goals and tasks (ERM)" and "Personnel development (ERM)" modules to these managers as well.
Exports	The Exports module role gives an employee the ability to configure export templates for the company. Since there is certain sensitive content that should not appear in a freely available export template, this module role was created so that it could be made available specifically to selected employees. People with the Exports module role are therefore responsible for creating secure templates, and for setting access rights correctly. A person with this role has access to export templates. Access to exports in general (not to export templates!) is not affected by the assignment of this module role.
Communication	The Communication module role gives an employee the ability to configure email, letter and print templates for the company. Since there is certain sensitive content that should not appear in freely available templates, this module role was created so that it could be made available specifically to selected employees. People with the Communication module role are therefore responsible for creating secure templates, and for setting access rights correctly.
manages networks	A network administrator can administer all groups on the network. In general, a person with this role is responsible for ensuring that groups are manageable and legally unobjectionable. Groups are administered only in the employee view (or in the public view for external individuals).
Employee file	With the "Employee file" module role, you have access to the following content from the employee file: Master data, job profile, salary, resume, skills, events, notes and documents