Employee Data Permissions

Daniel Galea St John
Daniel Galea St John
  • Updated

Overview

Permissions determine what you can and cannot see/do on Talexio. It is important to set these up correctly. Click here for detailed instructions on how to set up permissions. Click here for the full list of available permissions. Read on for an explanation on the permissions relating to employee data. Employee data primarily target what you can see and do in the People section.

 

Permissions

To set up and manage permissions, you will need the Manage Permissions permission, and this must be set to global.

 

Employee Data Permissions

There are 26 permissions in this section. Those marked with a star (*) are the more commonly used ones. Please note that, as a rule, Manage permissions supersede View permissions. Meaning that if you have View Employee Personal Details and Manage Employee Personal Details, the Manage permission will take precedence. 

mceclip0.png

 

  • mceclip0.png

    This allows users to add employees to Talexio. This permission must be set to a global level. You will also need one of the following permissions in conjunction with this permission to be able to add employees: 
    -View/Manage All Employee Data
    -View/Manage Employment Position History

    You will need the Manage Employment Position History permission if you want to add salary related information to new employees.

  • mceclip2.gif

    This allows users to delete users from Talexio. Deleting employees is different to terminating an employee position. A deleted employee will be wiped out from Talexio. You may not delete an employee who has a locked payslip. You cannot delete yourself either.

    You will also need one of the following permissions in conjunction with this permission to be able to delete employees: 
    -View/Manage All Employee Data
    -View/Manage Employment Position History

  • mceclip4.gif

    This allows users to view all employees in the People section and edit all the information related to the employee profile. The ability to view and edit all employees is dependent on this permission being set to global. If it is set to particular employees or departments, then users can only view/edit the specified employees/employees within the specified departments. 

    With this permission, users may view and edit employees' personal details, emergency contacts, health information, residence information, any extra information added through custom fields, employment data (i.e. employee code, NI number, work email address), payroll information (such as tax status and financial details), and leave balances. 

    Users may view but not edit employees' job description (including their department, position, job schedule and start date, but excluding salary and benefits), leave pod (including the amount of used leave and the remaining balance), and training data. 

    With this permission, users will have access to the Requests section. From here, users will be able to approve any basic profile changes done by employees. For example, if an employee (whom you have permission to Manage All Employee Data for) changes their address from their Details page, you will be able to approve/reject this change.

    By itself, this permission will not allow users to view any salary details.

    mceclip5.gif

  • mceclip6.gif

    This allows the user to upload/download/delete employee documents (found in each employee's profile as a separate tab entitled documents) including payslips and FS documents. 

    You will also need one of the following permissions in conjunction with this permission to be able to manage documents: 
    -View/Manage All Employee Data
    -View/Manage Employment Position History

    To generate FS3s and FS4s for employees from their Documents section, you will also need the Generate Employee FSS Documents permission.

    By default, each user will always be able to see their own documents which have not been marked as hidden from employee without any permissions. 

    Click here for information on Documents.

  • mceclip42.png

    This allows the user to update employees' Emergency Contacts pod. 

    By default, each user will always be able to view and update their emergency contacts without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Emergency Contact permission for approval. 

  • mceclip41.png

    This allows the user to view and edit employee employment information found in the Employment tab. This includes the employee code, NI number, work email address, and non-resident information (such as work permit renewal date and non-resident arrival date).

  • mceclip40.png

    This allows the user to update and approve requests for changes in employee Health Conditions pod. 

    By default, each user will always be able to view and update their health conditions without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Health Conditions permission for approval.

  • mceclip39.png

    This allows the user to update and approve requests for changes in employee Languages pod. 

    By default, each user will always be able to view and update their languages without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Languages permission for approval.

  • mceclip37.png

    This allows the user to update and approve requests for changes in other employee details in the Extra Info pod (this pod contains any custom field data). 

    By default, each user will always be able to view and update their Other details without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Other Details permission for approval.

  • mceclip36.png

    This allows the user to update and approve requests for changes in the Personal Details pod, such as name, surname, ID card number, gender, etc. 

    By default, each user will always be able to view and update their personal details without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Personal Details permission for approval.

  • mceclip35.png

    This allows the user to update and approve requests for changes in employee address details of residence in the Residence pod. 

    By default, each user will always be able to view and update their residence and contact details without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Residence & Contact Details permission for approval. 

  • mceclip15.gif

    This allows the user to add/edit/delete position histories for employees. Each position an employee has can include sensitive data such as salary and benefits.

    This permission needs to be added in conjunction with View all employee data or View Employment Position History. Users with this permission can view and manage such data for employees.

    To be able to view and edit the Other Payroll Information tab in the position history, users will need the Manage Payroll permission.

    Please note that there is also a permission titled Manage Employment Position History (excluding Remuneration). This can be found under Other Permissions.

  • mceclip16.gif

    This allows the user to terminate employment for a given employee. Unlike the Delete Employee permission we saw earlier, this function does not remove an employee from the system, but simply ends their active position. For detailed information on terminations, click here.  

    You will also need one of the following permissions in conjunction with this permission to be able to terminate employees: 
    -View/Manage All Employee Data
    -View/Manage Employment Position History

    You cannot terminate yourself.

  • mceclip17.gif

    This allows the user to view the employees' dashboards and add/edit/remove the About me and Interests fields, as well as view basic personal details (such as email and phone number), position and department fields. 

    You will also need one of the following permissions in conjunction with this permission to be able to update employees' basic profiles: 
    -View/Manage All Employee Data
    -View/Manage Employment Position History

    By default, each user will always be able to update their About me and Interests fields without any permissions. 

  • mceclip18.gif

    This allows users to view (but not edit) all employees in the People section and all the information related to the employee profile. The ability to view all employees is dependent on this permission being set to global. If it is set to particular employees or departments, then you can only view the specified employees/employees within the specified departments. 

    With this permission, you may view employees' personal details, emergency contacts, health information, residence information, any extra information added through custom fields, employment data (i.e. employee code, NI number, work email address), payroll information (such as tax status and financial details), job description(including their department, position, job schedule and start date, but excluding salary and benefits), leave pod (including the amount of used leave and the remaining balance), and training data. 

    By itself, this permission will not allow users to view any salary details.

  • mceclip27.png

    This allows the user to view employees' dashboards and view the About me, Interests, and basic personal details (such as email), position and department fields. This also gives the user access to the Who's Who section, which is a lists the above info for employees in a single page, 

    By default, each user will always be able to update their basic profile without any permissions.

  • mceclip20.png

    This allows the user to view employees' competencies and qualifications on the employees' training dashboards. 

    You will also need one of the following permissions in conjunction with this permission to be able to access employees' training dashboards: 
    -View All Employee Data
    -View Employment Position History

    By default, each user will always be able to view their competencies and qualifications without any permissions.

  • mceclip28.png

    This allows the user to view (but not edit) employees' Emergency Contacts pod. 

    By default, each user will always be able to view and update their emergency contacts without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Emergency Contact permission for approval.

  • mceclip29.png

    This allows the user to view (but not edit) employee employment information found in the Employment tab. This includes the employee code, NI number, work email address, and non-resident information (such as work permit renewal date and non-resident arrival date). 

  • mceclip30.png

    This allows the user to view (but not edit) the employee Health conditions pod in the employee details section. 

    By default, each user will always be able to view and update their Health Conditions pod  without any permissions. Each change will go to the Requests section of the employee with Manage Employee Health Conditions permission for approval.

  • mceclip31.png

    This allows the user to view (but not edit) employees' Languages pod. 

    By default, each user will always be able to view and update their languages without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Languages permission for approval.

  • mceclip38.png

    This allows the user to view (and not edit) employees' other employee details in the Extra Info pod (this pod contains any custom field data). 

    By default, each user will always be able to view and update their Other details without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Other Details permission for approval.

  • mceclip32.png

    This allows the user to view (and not edit) employees' Personal Details pod, such as name, surname, ID card number, gender, etc. 

    By default, each user will always be able to view and update their personal details without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Personal Details permission for approval.

  • mceclip33.png

    This allows the user to view (and not edit) employees' Residence pod. 

    By default, each user will always be able to view and update their residence and contact details without any permissions. However, each change will go to the Requests section of the employee with Manage Employee Residence & Contact Details permission for approval.

  • mceclip34.gif

    This allows the user to view (and not add/edit/delete) position histories for employees.

    With this permission, users can view the Job description tab in the employees' position history. Users with this permission cannot view salary data for employees. 

  • mceclip43.gif

    This allows the user to view (but not edit) salary and benefit details for employees based on the Employee/Unit/Global access level granted. This includes the Active Benefits pod in Employment details, Salary in Position History Tab, and Salary in the Employee list filters. 

    Together with this permission, users will need the View/Manage all employee data or the View/Manage Employment Position History to access employee profiles and view salaries.

    To edit salaries and benefits, the user must have Manage All Employee Data or Manage Employment Position History permission.

Share: