Configuring User Role Permissions

Granting permissions to employees holds significant importance in effectively managing their roles, responsibilities, and access to specific features and actions within a system. In this article, you will learn how to set up permission levels for employees, allowing you to define the functionalities to which they will have access.

You can grant access to:

• Different sections and modules of Spark.work, such as Settings, the Staff module, Work, etc.
• Specific actions such as adding new employees, downloading employee data, etc.
• Viewing the information available.

To set up Permission Levels:

1. Open the Settings ⚙ and navigate to the Roles and Permissions → User Roles 
2. Click on the User Role, for example, "Employee".
3. Select a module on the left side of the page.
4. In the Permission Levels sub-section select No Access, View, or Edit for each component or section by clicking the corresponding mode.

Note: After you modify the permissions of an employee you will be redirected to the homepage. Log back in to view the updated permissions.

Another thing worth mentioning here is that you will distinguish the general settings of each section based on the permission level status icon displayed near it. The four statuses are:

• No Access - means that the entire section is completely locked for the User role
• View - status indicates that the User Roles can view the entire section
• Edit - means that the User Role can Edit the entire section
• Mixed - means that the User Role has several permission levels allowed for it (view, edit, or, even, no access).

Setting Up Actions/Views Permissions

1. Open the Settings ⚙ and navigate to the Roles and Permissions → User Roles.
2. Click on the User Role, for example, "Accountant".
3. Select a module on the left side of the page.
4. Set which actions the Users can take within their Spark.work accounts: simply enable or keep the corresponding toggle disabled.

• The toggle is ON - this means the User assigned to the respective User Role will be able to take that specific action.
• The toggle is OFF - The user from the respective User Roles is unable to take that specific action.

Branch Office-Based Permissions

The Branch Office Groups tab allows administrators to define access permissions based on specific branch office groups. By selecting branch office groups, users assigned to the corresponding role will only be able to view and manage employees associated with the selected branches.

This setting applies to  Staff, Time Offs, Time Tracking, Requisitions, Candidates, and Job Openings. When a user with the defined role logs into the system, they will only see employee data from the designated branch office groups, ensuring a structured and role-based access control within the organization.

Setting Up Branch Office-Based Permissions

1. Open the Settings ⚙ and navigate to the Roles and Permissions → User Roles.
2. Click on the User Role, for example, "HR Specialist".
3. Select a module on the left side of the page and go to the Branch Office Group tab.
4. Select the desired Branch Office Group from the dropdown list and click Save

Departments-Based Permissions

This setting applies to Staff, Time Offs, Time Tracking, Requisitions, Candidates, and Job Openings.

Setting Up Department-Based Permissions:

1. Open the Settings ⚙ and navigate to the Roles and Permissions → User Roles.
2. Click on the User Role, for example, "HR Associate".
3. Select a module on the left side of the page and go to the Departments tab.
4. Select the desired Department(s) from the dropdown list and click Save.

Department & Branch Office-Based Permission Exceptions:

• Staff: Users can always view their direct reports, regardless of department or branch office restrictions.


• Time Offs: Users can view Time Off requests from their direct reports and requests they are assigned to approve, regardless of department or branch office restrictions.
• Time Tracking: Users can view Time Tracking entries for their direct reports and requests they are assigned to approve, regardless of department or branch office restrictions.
• Requisitions: Users can always view Requisitions they created and Requisitions for which they are assigned as Recruiter, Hiring Manager, or Approver, regardless of department or branch office restrictions.
• Job Openings: Users can view Job Openings where they are defined as Recruiter or Hiring Manager, regardless of department or branch office restrictions.

And, voilà! Now you know how to manage User Roles permissions and actions, as well as set up Branch Office-Based Permissions. You can also learn how to perform User Management and Create Branch Office Groups to control access more efficiently.