Skip to main content

Roles & Permissions - Admin

roles

The Roles & Permissions module provides comprehensive access control management for the HRMS system. Administrators can create custom roles, define granular permissions, and control which system features and data each user role can access. This ensures security, compliance, and appropriate segregation of duties across the organization.

Manage Roles​

The Roles & Permissions page serves as the central hub for managing all system role configurations.

Main Actions​

  • + Add Role: Click to create a new role with custom permissions
  • Filter: Search and filter roles by name, status, or permission level
  • Export: Download role and permission data for reporting or backup purposes

Bulk Operations​

Select multiple roles using checkboxes and perform batch actions:

  • Update: Edit permissions for multiple roles simultaneously
  • Delete: Remove multiple roles at once (with confirmation)

Individual Role Actions​

Click the "…" menu at the end of any role row to access quick actions:

  • Update: Modify role settings and permissions
  • Data Permissions: Set the data scope this role can see - All data permissions, Data permissions for this department, Data permissions for this department and below, or Only have personal data permissions (Customize data permissions is marked "coming soon" and can't be selected yet)
  • Delete: Remove the role from the system

This interface provides flexibility for both bulk management and precise individual role adjustments.

note

When editing a role, Confirm stays disabled until the role's current menu permissions have finished loading into the tree. If you click it before then, you'll see a warning that permissions are still loading — wait a moment and try again.

note

If the role's details can't be loaded when you open Data Permissions, you'll see an error: "Permission scope could not be loaded. Please try again."

Add Role​

roles

The Add Role interface allows administrators to create new roles with customized access permissions tailored to specific job functions or organizational needs.

Required Fields​

When creating a new role, complete the following mandatory information:

Role Name (Required)​

Enter a descriptive name for the role (e.g., "HR Manager", "Department Head", "Payroll Specialist", "Employee - Read Only")

Permission Characters (Required)​

Define the unique permission identifier or code for this role, used for system-level access control

Optional Configuration​

Role Order​

Set the hierarchical order or priority of this role in the system. Lower numbers typically indicate higher priority or administrative level.

Status​

Choose the role's activation state:

  • Enabled: Role is active and can be assigned to users
  • Disabled: Role exists but cannot be assigned (useful for temporary restrictions)

Configure which system menus and features this role can access:

Permission Structure​

The menu permissions section displays a hierarchical tree of all available system features and modules.

Parent-Child Linkage​

The system supports parent-child linkage, meaning:

  • Checking a parent menu automatically selects all its child menus
  • Unchecking a parent menu automatically deselects all its child menus
  • You can also selectively check individual child menus for granular control
  • Some menus have hidden "detail page" menus that don't appear in the permission tree at all; granting the related menu automatically grants these too, so users aren't blocked from viewing the detail page

Common Menu Categories​

  • Dashboard and Reports
  • Employee Management
  • Recruitment
  • Leave Management
  • Benefits Administration
  • Performance & Feedback
  • Documents & Contracts
  • Company Settings (Admin only)

Permission Levels​

For each menu item, you can typically configure:

  • View: Read-only access to information
  • Create: Ability to add new records
  • Edit: Modify existing information
  • Delete: Remove records from the system
  • Export: Download data

Additional Information​

Remark​

Enter optional notes or descriptions about this role's purpose, intended users, or special considerations. This helps other administrators understand the role's function and appropriate use cases.

Completing Role Creation​

  • Click Confirm to save and create the new role
  • Click Cancel to abort the creation process and discard changes

Once created, the role becomes available for assignment to users through the user management interface.

Best Practices​

Role Design Principles​

  • Principle of Least Privilege: Grant only the minimum permissions necessary for users to perform their job functions
  • Separation of Duties: Design roles that prevent conflicts of interest (e.g., separate roles for creating and approving leave requests)
  • Regular Review: Periodically audit roles and permissions to ensure they remain appropriate and secure

Common Role Examples​

  • Super Admin: Full system access for IT and senior management
  • HR Manager: Comprehensive HR functions with reporting access
  • Department Manager: Team management, approval workflows, and reporting for specific departments
  • Employee: Self-service access to personal information, leave requests, and documents
  • Payroll Specialist: Access to compensation and benefits data with restricted employee information
  • Recruitment Coordinator: Focused access to recruitment and candidate management modules

Security Considerations​

  • Limit the number of users with administrative roles
  • Regularly review and remove unnecessary permissions
  • Document role purposes and permission rationale
  • Monitor role usage and access patterns
  • Maintain audit trails of permission changes