User roles and permissions
Making sure the right people have the right level of access is an important privacy concern for Worknice Account Owners.
Worknice purposefully takes a conservative approach to permissions to help minimise mistakes and protect sensitive data.
Roles in Worknice
Account Owner
Full access to everything in Worknice, including pay rates.Manager
Can approve leave allocated to them, review leave balances of an employee that has requested leave, and manage employee reviews assigned to them. Managers also get a team page listing their direct reports - this shows their location and position along with any public information like profile bio, profile contact number and email.
➝ What a Manager can see about their direct reports is set by an Account Owner, one area at a time. It starts at no access.Employee or Contractor
Personal access only. Can update their own details and view organisation-wide pages such as the People Directory and Leave Calendar.
What each role can see by default
Account Owner | Manager | Employee or Contractor | |
|---|---|---|---|
Their own details | Yes | Yes | Yes |
Organisation-wide pages, such as the People Directory and Leave Calendar | Yes | Yes | Yes |
A team page listing their direct reports | Yes | Yes | No |
Employment, emergency contact, compliance, leave, performance and confidential notes for their direct reports | Yes | No access until an Account Owner grants it | No |
Approve leave and manage reviews assigned to them | Yes | Yes | No |
Everything else such as integration management, settings and more | Yes | No | No |
To ensure data privacy of your people, Manager role permissions default to no access on all six areas.
Manager permissions you can change
The Manager role is the only role with permissions you can change. Account Owner and Employee or Contractor are fixed.
There are six areas, and each one is set on its own.
Area | What it covers | Options |
|---|---|---|
Employment | Current job details and job history (inc remuneration) | No access, View only |
Emergency contact | Emergency contact details | No access, View only |
Compliance | Compliance status and compliance requirements | No access, View only |
Leave | Leave balances and leave requests | No access, View only |
Performance | Performance records and reviews | No access, View only |
Confidential notes | Notes on direct reports | No access, View only, View and add |
A few things worth knowing:
Every area starts at No access. You choose what to open up.
View and add is only available for Confidential notes. The other five areas are view only when you grant them.
Paperwork is not one of these areas.
This does not change leave and reviews assigned to a Manager. They can still approve the leave and manage the reviews assigned to them, whatever these settings say.
Compliance badges appear against people on a Manager’s team page once you grant them Compliance.
Set Manager permissions
Step 1: Open Permissions
Go to Settings, then Permissions. You will see each role in your account with the number of people in it.
Step 2: Select the Manager role
Open Manager to see its permissions and the people who hold the role.
Step 3: Set each area
For each of the six areas, choose No access, View only, or View and add where it is offered.
Changing a Person’s Access
Step 1: Open the person’s profile
Go to People in the left-hand menu, then search for and select the person.
Step 2: Go to Settings
Click the Settings tab in the profile.
Step 3: Edit the role
In the profile table, click Edit next to the Role field and select the new role from the drop-down menu.
Important: Account Owners have full permissions to all people data and features. Only assign this role to users who truly need it.
You can have multiple Account Owners in your organisation.
Changing from Account Owner to Manager or Employee
You can move someone from Account Owner down to Manager or Employee yourself, without contacting support first.
If they are still responsible for work, Worknice asks you to nominate the person who should take it over before it will make the change. Choose them, submit again, and responsibility transfers before the new role is applied. If they are not responsible for anything, the change goes straight through.
What transfers: paperwork assignments, tasks, standard reviews and leave requests.
Who you can hand it to: the picker offers other Account Owners.
Not yet covered: responsibility for paperwork types and for workflows. You will still need to move those yourself.
You're All Done!
If you have any questions, please reach out to our support team at help@worknice.com or through the help section in Worknice.