Client access level and divison control

TABLE OF CONTENTS

• Key Concepts
• Configuration Steps
  • Configure Manager Access Levels
  •  Invite new managers 
  • Assign Divisions to Employees
  • Troubleshooting

Important: Client access level and division control feat is available upon request. 

The Access Level and Division Control feature allows administrators to configure permissions for managers and employees within your organization. This ensures that managers have appropriate visibility into employee data based on their role and assigned divisions. The feature supports:

• Configuring access levels for managers to view either their direct reports or employees across specific divisions.
• Assigning divisions to employees.

In this article you will learn to:

1. Configure access levels for your managers (direct reports or specific divisions).
2. Assign linked divisions to managers with division-based access.
3. Assign divisions to employees.

Key Concepts

• Access Levels for admin users:

  • Global: Someone can view all employees

  • Direct Report: Someone can only view employees who report directly to them.

  • Division: Someone can view employees within one or more assigned divisions.

• Linked Divisions: For managers with division-based access, specific divisions must be linked to define their scope of visibility.

• Employee Division Assignment: Each employee is assigned to one or more divisions to determine their visibility to managers.

Configuration Steps

Configure Manager Access Levels

1. Access the Admin Panel

   • Log in to the system with administrator credentials.

   • Navigate to Settings > Users & Roles > Admin Users.

2. Select a Manager

   • From the list of users, select the manager you want to configure.

   • Click Edit.

3. Choose Access Level

   • Global:

     • Select this option if someone needs to see all employees

     • It will be set to Global by default for Admins

   • Direct Report:

     • Select this option if the manager should only see employees who report directly to them.

     • Save the configuration.

   • Division:

     • Select this option to allow the manager to view employees in specific divisions.

     • Choose one or more divisions the manager should have visibility over

     • Click Save to apply the division assignments.

Invite new managers 

1. Navigate to Settings > Users & Roles > Admin Users.
2. Click on Invite
3. Choose User Type
   • Admin:
     • No need to configure access level as it will be Global by default and can’t be changed
   • Manager:
     • Select access level.
     • Choose one or more divisions the manager should have visibility over if access level is Division

Assign Divisions to Employees

1. Navigate to Settings > Users & Roles > Employees.
   • Go to Settings > Employee Management > Employee Profiles.
2. Select an Employee:
   • Choose the employee you want to configure from the list.
   • Click Edit Profile.
3. Assign Divisions:
   • In the Division Assignment section, select the division(s) the employee belongs to.
   • Save the changes.

Troubleshooting

1. Manager Cannot See Expected Employees:

   • Verify the manager’s access level (Direct Reports Only vs. Division-Based).

   • Check if the correct divisions are linked to the manager.

   • Confirm that employees are assigned to the correct divisions.

2. New division not in the dropdown list:

   • Please contact Horizons if a new division is needed