---
title: External Managers
description: "## Overview The **External Manager** feature allows organisations to give approved third-party users limited access to HRSimplified so they can participate in selected approval workflows. This feature is particularly useful for organisations whose employees are placed at customer sites, where…"
url: "https://hrsimplified.org/docs/external-managers/"
updated: "2026-07-17"
category: General System
---

# External Managers

## Overview

The **External Manager** feature allows organisations to give approved third-party users limited access to HRSimplified so they can participate in selected approval workflows.

This feature is particularly useful for organisations whose employees are placed at customer sites, where a client representative is required to approve employee requests without having full access to the employee's HR information.

External Managers are designed specifically for approval workflows and **do not replace an Employee Manager** within HRSimplified.

---

## What Can an External Manager Do?

An External Manager has access to a limited set of functionality within HRSimplified.

They can:

- Approve or reject **Leave Applications**
- Approve or reject **Expense Claims**
- Approve or reject **Employee Requests**

They **cannot**:

- Submit applications
- View employee records
- Edit employee information
- Access reports
- Access HR Administration
- Access Performance Management
- Access Asset Management
- Access Recruitment
- Access Surveys
- Access any other HR modules

This ensures external users only have access to the workflows they are responsible for.

---

## Creating an External Manager

Navigate to:

**HR Administration → External Managers**

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-1-1024x413.png)

Click **+ Add External Manager**.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-2-1024x413.png)

Complete the required information:

- First Name
- Surname
- Position
- Cell Number
- Email Address

If **Generate User Login** is enabled, simply enter the required Username.

Unlike employees, **no Employee Role or Employment Information is required**.

Select **Create** to save the External Manager.

---

## User Activation

Once the External Manager has been created:

- A secure user account is automatically generated.
- An invitation email is sent to the user's email address.
- The user receives instructions to create their password and log in to HRSimplified.

No additional user setup is required.

---

## Assigning Employees

After creating the External Manager, they can be assigned as the **External Manager** for outsourced employees.

Navigate to the employee's profile.

Locate the **Employee Manager** field.

Select the required External Manager from the available list.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-3-1024x413.png)

Once assigned, approval requests submitted by that employee will be routed to the assigned External Manager for the supported workflows.

---

## What Does the External Manager See?

When an External Manager signs in, they are presented with a simplified version of HRSimplified.

Their navigation is intentionally restricted to only the modules required to perform approvals.

The available menus include:

- Claims
- Leave
- Employee Requests

The default landing page is the **Leave Calendar**, providing quick visibility of employee leave and pending approvals.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-4-1024x413.png)

This simplified interface allows External Managers to perform approvals quickly while preventing access to confidential employee information.

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## Important Notes

The External Manager role is intended **only** for approving workflow requests.

It does **not** provide management access to employees.

If an external person needs access to additional HR functionality, such as:

- Performance Management
- Asset Management
- Training
- Recruitment
- Employee Records
- HR Administration
- Any other HR module

they must be created as a **full Employee Manager** within HRSimplified.

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## Subscription

The External Manager role is offered at a reduced cost compared to a full employee licence because it provides access to a limited set of approval workflows only.

For current pricing and licence information, please contact HRSimplified or refer to your subscription pricing schedule.

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## Best Practice

Use the **External Manager** role only where a third-party representative needs to approve requests submitted by employees working under their supervision.

Where a person requires broader HR management functionality or access to employee information, they should be created as a full employee user with the appropriate security permissions.