Manage complex employee structures with group permissions

Group permissions are a way to manage complex data permissions within teams.

If you have a mixed group of employees, supervisors and managers all in the same department, you may need to use group permissions to manage data access and privacy of absence records.

When to use group permissions

Before you start using group permissions, consider how many users need access to an employee’s absence record. If it just 1 or 2, you are better off using line manager permissions for those individuals. Watch tutorial 3 to see how to assign line managers.

If you there are more than 2 people who need to access the employee record, but most of these are senior managers or HR administrators, you can use a combination of line manager and department manager permissions. Watch tutorial video 5 in the Engage Resource Hub for a more detailed explanation of the access permissions.

If you have more than 2 individuals who need access to some, but not all employee records in a department, then ‘group permissions’ is the route to choose.

Data subjects and data managers

You must create at least 2 groups to enable your first access permission. One group consists of the data subjects, the employees. The second group should contain the supervisors, who need to view the absence records.

A data subject is an employee whose absence or holiday record is accessed. A data manager is a group member who is given access to other groups’ employee data.

A data manager has access to all features in the Absence, Reports and Resource Hub tabs, subject to a valid user account with “absence access” enabled. A group member whose group grants them access, but who does not have a user account with absence access, will only see the Resource Hub.

Access to notifications

In addition to online access, the data managers can also become recipients of absence alerts and reminders. To configure a notification that is sent to the members of a user group, you will need to create a custom trigger setting. In step 4, you will be able to select the group to target for the notification.

To learn more about group permissions, contact your Honeydew Engage account manager!