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.

Within the Permissions tab, 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.
• The data and functionalities specific to the user's assigned branch office.
• The data and functionalities relevant to the user's assigned department.
• Permissions based on organizational structure and professional relationships, allowing for dynamic access according to roles like Direct Manager, Coach, or Mentor.

To set up Permission Levels:

Control what users can do in each module by setting Permission Levels: No Access, View, or Edit.

1. Open the Settings ⚙ and navigate to the Roles and Permissions → User Roles 
2. Click on the User Role, for example, "HR Manager".
3. Select a module on the left side of the page (Staff, Projects, Time Offs).
4. In the Permission Levels subsection, select No Access, View, or Edit for each component or section by clicking the corresponding mode.

Note: If you modify the permissions for a role that is currently assigned to you, you will be automatically logged out. Please log back in to apply and view the updated settings.

Another thing worth mentioning here is that you can 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 varying permission levels within that section, meaning some components may be view-only, others editable, and some entirely inaccessible.

Setting Up Actions/Views Permissions

Controlling access to actions and views through user roles is vital for system security, data accuracy, and a simplified user experience. By precisely defining what each role can do and see, you protect sensitive information, maintain data integrity, and ensure users focus only on relevant functionalities.

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 (Staff, Projects, Candidates).
4. Go to the Actions/Views tab.
5. 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 can view and manage only 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 in to the system, they will only see employee data from the designated branch office groups, ensuring structured, 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.

Body-Based Permissions

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

Setting Up Body-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 Bodies tab.
4. Select the desired Bodies from the dropdown list and click Save.

• Self Access: When enabled, users can view their own data.
• Team Members Access: When enabled, users can view data for all their team members, regardless of relationship type.
• Job Relations: When enabled, users can access employee data based on formal roles within the organization, such as Direct Manager, Coach, HR Partner, Mentor, and more.

• View a list of all employees who have been assigned the current role.

• Assign new users to the role.

• Remove a role from an employee if it is no longer required.

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