Staff Hub allows your company to manage more personal information relating to your staff members, this can include:
- General Staff Directory information
- Emergency Contact information
- Personnel details
- Documents
- Records
As the nature of this information can be sensitive, you have the option to grant access to your staff for each area as well as what they are allowed to do, whether this is Read only, or Editable. Only users with the user type Super user with Staff Hub can setup and amend these permissions
STAFF HUB - SETTINGS
In order to set the specific permissions for Staff Hub you can:
- Click on Staff Hub on the left hand menu
- Click on Staff Hub Settings
(you must be a Super User with Staff Hub to perform these changes)
From here you will have 6 tabs where you can set the permissions as needed for:
- Staff Directory
- The Staff Directory report allows users to view basic contact information for other staff within the WhosOff account
- Emergency Contacts
- Emergency contacts can be setup for each user to allow the relevant individuals to be contacted in the event of an emergency
- Personnel
- From here, users can add, edit or remove any personal details relating to the staff member, this can include (but is not limited to) Job Title, Job Description etc.
- Documents
- Documents offers the ability to upload and store Staff, Department or Company specific documents on the system
- Records
- Users have the option to add important recorded information onto a staff members' profile, this could include (but is not limited to) appraisal records, training certifications etc. with the added benefit of uploading specific accompanying documentation
- Categories
- This area allows you to filter information into specific digital folders, ensuring that the right information is captured in the right way - you can find more information about how to set these up via our Staff Hub - Category Management article
EACH TAB PERMISSIONS AND WHAT THEY MEAN
Within each of the above tabs, you are able to assign specific permissions, either by User Level (Staff, Approver, Super User, Super User with Staff Hub) or custom permissions to a specific user. This allows you to setup the correct access controls, ensuring that users only have access to the information that you would like them to have.
STAFF DIRECTORY, PERSONNEL, EMERGENCY CONTACTS
- My - This grants the user access to their own information
- My Staff - This allows the user to access information for the staff that they approve for
- My Dept. - This allows the user to access information for staff in their own Department
- Company - This allows the user access to everyone in the company
Each of the above permissions for Staff Directory, Personnel and Emergency Contacts have 2 options:
- Read - Allows the user to view the information only
- Read/Write - Allows the user to view and edit/create the information
Staff Directory only offers Read permissions
The Company permission will override the lowest level of access set on My Staff and My Dept....For example :- If Approvers have Read only on My Staff, but Read/Write on Company then Approvers will automatically get Read/Write on My Staff as well as My Dept.
RECORDS
- My - This grants users access to view Records applied directly to them
- Read - Can only Read records applied to them
- Read/Write - Can Read and Edit/Create records applied to them
- Handler - Can be assigned to Manage records applied to them
- My Staff - This grants users access to view Records applied to the staff members that they approve for
- Read - Can only Read records for the staff they directly Approve for
- Read/Write - Can Read and Create/Edit Records applied to the staff they directly Approve for
- Handler - Can be assigned to Manage records for staff they directly Approve for
- My Dept. - This allows the user to access and view Records for staff in their Department
- Read - Can Read records for staff in their own Department
- Read/Write - Can Read and Create/Edit records for staff in their own Department
- Handler - Can be assigned to Manage records for staff in their own Department
- Company - This allows the user to access and view Records for all staff in the company
- Read - Can only Read records for all staff in the company
- Read/Write - Can Read and Create/Edit records for all staff in the company
- Handler - Can be assigned to Manage records for all staff in the company
The Handler permission can also be aligned with the Read or Read/Write permissions for each section above for Records, for example :- You can grant Read/Write + Handler permission for the whole Company, but just Read only for My Staff.
Please note that users will need to have the My permission to access their own information, even if they have My Staff, My Dept. or Company.
DOCUMENTS
- My - This grants users access to view Documents applied directly to them
- Read - Can only Read documents applied to them
- Read/Write - Can Read and Manage documents applied to them
- Staff* - This grants users access to view Documents applied to the staff members that they approve for, or all staff in the company
- Read/Write My Staff - Can Read and Manage Documents applied to the staff they directly Approve for
- Read/Write Any Staff - Can Read and Manage Documents applied to any staff in the company
- Dept. - This allows the user to access and view Documents applied to either their Department, or any Department in the company
- Read My Department - Can Read documents applied to their own Department
- Read/Write My Department - Can Read and Manage documents applied to their Department
- Read/Write Any Department - Can Read and Manage documents applied to any Department
- Company - This allows the user to access and view Documents applied to the whole company
- Read - Can only Read company specific documents
- Read/Write - Can Read and Manage company specific documents
*This will not include access to your documents, you will need the My permission to access documents assigned specifically to you
