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HR role management: assigning users to a role

Ciphr Academy
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This guide explains how to see who is in a user role and how to move someone into a different one. See Security - User role management overview for overall role configuration.
 

Contents

Before you start

A person can only be in one user role at a time, so assigning them to a new role removes them from their current one. The role type (Normal User, Manager, Assistant or HR User) is shown in the Role Management summary list, so check the new role is the right type before you move anyone.

Note: You need access to the User assignment page to move users between roles.

 

Viewing who is in a role

  • Go to System Configuration > Role Management.
  • Click the role from the list. The summary list also shows each role's type.
  • From the Actions list, click Users
  • You will see a list of All Users and can tick the filter boxes on the top to view Users in Role to see which employees are in the role you are viewing, or Unassigned Users to view people not in any user role.
  • You can also filter on Current Users vs All Users (including future starters and leavers).

 

Moving someone to a different role

  • Go to System Configuration > Role Management and open the role you want to move them into.
  • From the Actions list, click Users.
  • Search for the person using the dropdown filters and select them using the slider in the right hand column
  • If you have filtered more than one person you can use the slider at the top to select all on the page
  • Click Review Changes, then Update if the changes are correct.
Tip: Another way to move a group of people into a new role in one go is to use a Subset with Bulk Change.
⚠ Important: moving someone changes what they can see and do straight away. For a manager, check they're going into a Manager-type role, as a Normal User role only sees their own record. If they're already logged in, they may need to reload HR for the change to take effect.

 

Automatic role changes

Some role changes happen automatically on a start or leave date:

  • Onboarding: a future starter in an onboarding role moves to the role set in Switch to starter role when their start date is reached. See Onboarding user role.
  • Offboarding: a leaver is moved into the offboarding role from their leave date. See Offboarding user role.

If someone's role has changed unexpectedly, check these first.
 

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