Safeguarding & Employee Checks access - HR users

As an HR user, you will typically already have broader system access than managers and employees. However, when Safeguarding and Employee Checks is part of your setup, there are specific permissions worth reviewing to ensure your HR team has the right level of access.

This guide walks you through the permissions to consider when configuring Safeguarding and Employee Checks for HR user roles.

Contents

HR User Role:

• To view/change Template access 
• To view/change Page access security

To view/change Page access security

• Go to System Configuration > Role Management
• A list of all the user roles will be presented
• Click on the required user roles and from the list of Actions, choose Pages
• The screen will display the name of the role in he top left corner and, using the radio
  Buttons can be toggled to view: All Pages, Pages with access, Pages without access
• Search Safeguarding within the search menu

Then search Single Central Register

The above pages highlighted need consideration:

• Job Safeguarding Categories: Granting this access allows HR users to assign safeguarding categories to jobs. When an employee is placed into a job with a category applied, the relevant templates will be automatically assigned to their profile
• Safeguarding and Employee Checks Approvals: Required if you are using the Employee Select with Checking field type and would like managers to approve submissions
• Safeguarding and Employee Checks: This is the page that allows end users to view templates against their own profile or the profiles of their direct reports
• Safeguarding and Employee Checks (Specialist Report): Grants managers reporting access. Managers will only see data for employees who report to them based on the organisational hierarchy
• Safeguarding and Employee Checks Template (Employee Checks and Compliance configuration): Granting this access allows HR users to create and manage safeguarding templates
• Safeguarding Template Access: In order to apply security to Safeguarding Templates, the HR User role must first be given access to this page
• Single Central Register: The Single Central Register is a template provides a useful summary of checks with 'traffic light' icons to see the status

To view/change Template access 

Once page access has been applied you need to decide on the individual template access. Typically, HR user roles are granted access to all templates.

• Go to System Configuration > Role Management
• A list of all the user roles will be presented
• Click on the required HR type user roles and from the list of Actions, choose Safeguarding Templates
• The screen will display the templates you have created, apply permissions as required
• HR type user roles will need to consider both own and subordinate permissions. Access to subordinate records is determined by the organisational hierarchy with the addition to all employees that the HR user has access to via record and field group security

• Write Access: the role occupant will be able to enter and edit data in that page
• Read Only: the page is visible but the data cannot be changed
• Hidden: the page is not accessible. It will not appear on the menu structure for a user in the role