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How to Create User Permissions & Groups in Horilla HRMS

HRMS Software
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November 18, 2024

how-to-create-user-permissions-and-groups-in-horilla-hrms

Managing user access and permissions is a cornerstone of effective HRMS operations. It ensures that employees have appropriate access to tools and information, safeguarding sensitive data and maintaining operational security. Without proper control, organizations risk unauthorized actions, data breaches, and inefficiencies, which can disrupt workflows and compromise trust.

Horilla HRMS simplifies this process with its robust User Permissions and User Groups features. Administrators can assign roles, define access levels, and manage functionalities with ease. By grouping users with similar access needs, Horilla reduces manual effort while ensuring a secure and streamlined system tailored to the organization’s requirements.

User Permissions in Horilla HRMS:

User Permissions in Horilla HRMS allow administrators to define precise access levels for each user, ensuring that employees can only view or modify the information and functionalities relevant to their permissions. This granular control enhances system security, reduces the risk of unauthorized actions, and ensures compliance with organizational policies. Whether it’s restricting access to sensitive HR data or granting specific permissions for task execution, Horilla HRMS makes it easy to manage user access and responsibilities effectively, fostering a secure and efficient work environment.

1. Employee Permission in General Settings:

You can find Employee permissions in the general section of the settings page. The Assign button allows you to assign permissions to users directly.

2. Popup Window for Permission Assignment & Permission Categories:

When you click the Assign button, a popup window appears. Administrators can select multiple employees from the top section of the page and tailor permissions for their specific needs. This ensures that access aligns with organizational policies and employee responsibilities.
The page is structured into distinct categories such as Base, Recruitment, and Employee. Within each category, there are actions like viewing, editing, or deleting. Administrators can easily toggle permissions for these actions, giving them full control over what users can see or do within the system.

  • For example, you can enable an employee to view department data without granting the ability to edit or delete it.

Employee List with Assigned Permissions:

You’ll see a list of employees with a dropdown icon showing the permissions assigned.

  • Clicking the dropdown reveals a list of categories (e.g., Base, Recruitment), and within each category, you can toggle view, create, edit, and delete permissions using the buttons.

User Groups in Horilla HRMS:

User Groups in Horilla HRMS are a powerful feature designed to streamline the management of user permissions and access control. By grouping users based on their roles, departments, or specific access needs, administrators can easily assign and manage permissions for multiple employees at once. This eliminates the need for repetitive manual adjustments and ensures consistency across the organization.

1. Group Permission in General Settings:

Group permissions can be accessed in the general section of the settings page. To create a group, click the Create button, which opens a popup window.

How to Create and Assign Group Permissions:

In the group creation window, you can enter a group name and assign relevant group permissions.

3. Assigning Employees to a Group:

In the list of groups, there are two options: Group Assign and Delete.
Clicking the Group Assign button opens a window where you can add employees to the group.

Adding Permissions from Individual Employee View:

You can also manage permissions directly from the individual employee’s view. This option provides flexibility, allowing you to fine-tune permissions for specific employees and also see the groups they belong to.

Employee’s Individual View:

In the employee’s individual view, there is a Groups and Permissions tab.
Here, you can add individual employee permissions and also see which groups the employee belongs to.

This way, the Permission Categories and Actions are part of the second point, and the overall structure flows smoothly.

Conclusion:

Effective user permissions and group management are essential components of any robust HRMS system, and Horilla HRMS excels in providing these capabilities. By offering granular control over individual user access and the ability to group employees based on their roles and responsibilities, Horilla simplifies the complex task of managing permissions. This not only ensures the security of sensitive data but also boosts operational efficiency by eliminating repetitive administrative tasks. With its intuitive interface and customizable features, Horilla HRMS empowers administrators to create a secure, streamlined, and highly organized environment for managing employee data and workflows. By leveraging the power of user permissions and groups, organizations can optimize their HRMS usage, foster a culture of trust, and maintain seamless operations across departments. Whether you are managing a small team or a large organization, Horilla HRMS helps you stay in control and ensures that access is always in line with your company’s policies and objectives.

Horilla Editorial Team Author

Horilla Editorial Team is a group of experienced writers and editors who are passionate about HR software. We have a deep understanding of the HR landscape and are committed to providing our readers with the most up-to-date and informative content. We have written extensively on a variety of HR software topics, including applicant tracking systems, performance management software, and payroll software etc. We are always looking for new ways to share our knowledge with the HR community. If you have a question about HR software, please don't hesitate to contact us.