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How to Restrict Employee Detailed View Access for Normal Users in Horilla HRMS

HRMS Software
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November 21, 2024

how-to-restrict-employee-detailed-view-access-for-normal-users-in-horilla-hrms

In HR management, data accessibility plays a crucial role in ensuring privacy and security while empowering the right people with the right tools. Horilla HRMS includes a versatile feature called “Restrict Accessibility,” which enables HR administrators to finely control user permissions. This functionality is designed to restrict default access provided by Horilla for regular users, allowing only authorized personnel, such as HR administrators and managers, to view sensitive information.

In this blog, we’ll explore how to set up and use this feature to restrict access to detailed employee views for standard users.

What is Restrict Accessibility in Horilla?

The Restrict Accessibility feature in Horilla HRMS limits access to certain modules and views for regular users. HR administrators, managers, and other designated roles retain full access to all modules, but with Restrict Accessibility, you can manage who can access specific employee details based on user groups, roles, or departments for the normal users.

Use Case: Restricting Employee Detailed View for Normal Users

Let’s walk through a practical example—restricting the employee’s detailed view for “Normal Users.”

By setting this restriction, only specific user categories will have access to view full employee profiles, keeping employee information secure, allowing access only to authorized individuals, and using strong measures like encryption, access controls, and regular monitoring.

Step-by-Step Guide to Restrict Employee Detailed View

To restrict employee view access for normal users in Horilla HRMS, follow these simple steps:

Step 1: Create an Empty User Group

  1. Navigate to Settings > General Settings > User Groups.
  2. Create a new user group and name it something recognizable, like “Normal Users.”
  3. Leave this user group empty to indicate that users assigned to it should have restricted access.

Step 2: Configure Accessibility Restriction for Employee Detailed View

  1. Go to Settings > Accessibility Restrict > Default Employee View.
  2. Under the Groups field, add the newly created “Normal Users” group.

3. Optionally, you can add other criteria, such as employee type, department, job position, or role, to refine accessibility further. If you add multiple fields, then employees meeting any of these criteria will have access to the feature others are restricted.

    By filling out these fields, you effectively set up access limits for all regular users in the normal user group. So only those associated with the “Normal Users” group will have access.

    If you want to restrict every normal user then you can make use of the restrict all feature.

    Important Considerations

    • Setting Multiple Criteria: Adding multiple fields (such as department and job position) means that any employee meeting any of the listed criteria can access the employee view. Ensure you configure these options based on the access needs of your organization.
    • Maintaining Flexibility: This setup allows you to restrict access flexibly, making it easier to adjust permissions as your company grows or new access needs arise.

    Final Thoughts

    Restricting access to sensitive data is crucial for maintaining employee trust and adhering to privacy standards. With the Restrict Accessibility feature, Horilla makes it easy to manage data access without compromising on flexibility. The steps outlined above show how you can quickly set up and apply restrictions, ensuring that employee details are only accessible to authorized personnel.

    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.