Profiles determine what objects (e.g. Employee, Document, Time off request, etc.) a user can see, edit, or process. There are 6 different predefined profiles you can use to manage the access rights of your employees.
- HR Admin
- Finance Admin
- Restricted access
To learn more about what the permissions are for each profile, visit this article.
Note: The predefined profiles on Kenjo cannot be modified. This means that an employee must have the rights assigned to that profile. Otherwise, you will have to create a new custom profile. Unfortunately, it is not possible to copy the permissions from an existing profile.
TABLE OF CONTENTS
- Creating a custom profile
- Adding filters
- Assigning a profile
Creating a custom profile
In case none of the standard profiles match your employees' accesibility rights, you can create a custom profile and define the access rights for it.
- Go to Settings > Profiles and Permissions > (+) button
- Choose a name
- The new profile will appear on the list with a set of permission that you can select to customize the employees' access
To limit access to a subset of employees, create custom filters per access right using the (+) button inside the box. Select the conditions for this filter.
- Filter: Employee is among his/her subordinates is by default without condition and value.
- Filters: Company/Department/Office.
- Condition: equals to/ not equals to.
- Value: The Company's name, Department name, Office's name, Employee Department, etc.
If you want to give access to the own department/office/company only, you don't need to create several profiles, each filtering for one department. You simply select a filter and add: Department - equals to - Employee Department and every employee in this profile can only see others of the same value (department, office, company).
For instance, if the employee assigned to this profile is in the Sales department he or she will see the personal tab of all employees in the Sales department, but none of the HR department. A second employee from the HR department in the same profile will only see the HR people.
(+) Add Condition ('and' connection)
Adding a second condition is based on an 'AND' connection, which means all conditions have to be true at the same time. For instance, this custom profile has access to the personal tab of the employees who are in the Company Kenjo DE "AND" work in the Management department.
(+) Add rule ('or' connection)
Adding a rule is based on an 'OR' connection, which means one of these two conditions has to be true for the filter to apply. For instance, this custom profile has access to the personal tab of the employees who are in the Finance department "OR" in the Marketing department.
When everything is set up, don't forget to click on SAVE on the bottom of the page. Otherwise, your changes will not be applied to this profile.
Assigning a profile
Go to the "Members" tab and type the employee's name in the search box. Add as many employees as you wish.
Note: You can delete any custom profile from the trash can icon, as long as there are no employees as members.