How to Manage User Levels & Permissions in Onboarding Process of Horilla HRMS

Effective employee management hinges on understanding and utilizing user levels and permissions within your onboarding platform. Whether you’re an employee, manager, or administrator, knowing how to navigate and assign these permissions is key to optimizing workflows and ensuring seamless operations.

In this guide, we’ll walk you through the process step by step, using Onboarding as our Horilla platform.

Step 1: Accessing the Horilla as an Employee

Let’s start by logging in as an employee named Amelia Cooper. This account provides a foundational view of the modules accessible to a normal employee. Here’s what Amelia Cooper can access:

• Dashboard
• Employee
• Attendance
• Leave Management
• Payroll
• Performance
• Assets
• Help Desk
• Health Desk

However, certain modules, such as Recruitment and Onboarding, are not visible to Amelia Cooper at this level. These modules require elevated permissions, typically reserved for managers or administrators.

Step 2: Elevating Permissions: Assigning Managerial Roles

To grant Amelia Cooper access to additional modules, we’ll switch to the Admin View. Here’s how to assign managerial permissions for a recruitment drive:

1. Navigate to the Recruitment Module within the Admin View.
2. Select an active recruitment drive (e.g., a Recruitment Drive).
3. Assign Amelia Cooper as a manager for this recruitment drive, alongside other managers like Abigail Roberts and Adam Luis.

Once assigned, Amelia Cooper will gain access to the Recruitment Module upon logging in. This module includes:

• Recruitment Pipeline: Track and manage various stages of the recruitment process.
• Recruitment Survey: Candidate survey feature to ask candidate details or recruitment related details after the application form from candidates.
• Skill Zone: Evaluate, track, and manage skilled candidates.

As a manager, Amelia Cooper can now modify the status or stages of candidates within the recruitment pipeline.

Step 3: Managing Onboarding Permissions

When an employee is designated as a recruitment manager, they are automatically granted Onboarding Manager permissions for the particular recruitment onboarding process. Here’s how to verify and manage these permissions:

1. Access the Onboarding Module within the Admin View.
2. Review the onboarding stages for the recruitment drive.
3. Assign Amelia Cooper or other employees as the stage manager for specific onboarding stages (e.g., pre-boarding) if needed.
4. Once assigned, Amelia Cooper will see the Onboarding Module in their account. They can now:
5. View and manage various onboarding stages.
6. Adjust the stages of candidates as needed.

Step 4: Customizing Employee Permissions

For more granular control, permissions can be tailored through the Settings menu. Here’s how to customize permissions for an employee:

1. Navigate to Settings (Marked 1) > Employee Permissions. (Marked 2)
2. Select the employee (e.g., Amelia Cooper) or Assign to Amelia Cooper (Marked 3).
3. Assign specific permissions for each module or action. For example:
4. Recruitment: Grant abilities to view, edit, or delete recruitment stages, surveys, and templates.
5. Onboarding: Enable management of onboarding stages and candidate progress.

Permissions can be toggled for actions such as view, edit, or delete. To grant full permissions for a module, simply select All (marked as 4).

Note: Please add the relevant permissions for the onboarding module, similar to those in the recruitment module shown in the image above.

Key Insights

• User Levels: Different roles (employee, manager, admin) have varying levels of access to modules like Recruitment and Onboarding.
• Permission Management: Administrators can assign and customize permissions, ensuring employees have the appropriate access for their roles.
• Automated Role Assignment: Designating an employee as a recruitment manager automatically grants them onboarding permissions, streamlining the process.

Conclusion

Mastering user levels and permissions in Onboarding is essential for effective team management. By assigning the right permissions, you can ensure employees have access to the tools they need while maintaining control over sensitive modules. Whether you’re an employee, manager, or administrator, leveraging these features will help you optimize Horilla’s potential.